Vendor Questions and Responses

Transcription

1 Vendor Questions and Responses 1. What server are you planning to use for this environment? IBM, Microsoft, Linux/Unix The RFP requests all interested vendors to submit proposals to provide software, storage, and services to meet the needs for a paperless electronic tenant record system. Since the vendor chosen will be providing the server(s) for storage of the electronic documents it will be up to the vendor to decide what the best solution is. The storage solution should be invisible to the end users at FCHA. 2. FHCA is currently using Yardi Voyager, is there a reason you are not leveraging their document management software? The electronic document management/workflow software solution should integrate into our Yardi Voyager software so that it is accessible from the Yardi Voyager screens, and its features should be usable from the Yardi Voyager screens. Yardi Voyager does not at this time provide a complete solution to our electronic document management/workflow needs as described in the RFP. 3. We are interested in submitting a proposal for the RFP; can we please get the RFP Package mentioned at the bottom of Page 8? We re sorry for the confusion on this item, the RFP package is the one published on our website. It would only be sent out if someone requested a paper copy. We will make answers to all questions received from any interested party available on our website also. 4. Also, with regards to references, do they have to be Housing Authority ones or would references of projects similar in scope and complexity be sufficient? We prefer references from housing authorities as stated in the RFP. If the applicant does not have such references then they can submit references from similar size/type projects. However, FCHA reserves the right to determine whether such references are sufficient as part of the evaluation process. 5. What is the exact version of Yardi Voyager that FCHA has? Is it version 7, Yardi Enterprise or something else? We are currently running Yardi Voyager SP Can you elaborate on the desired interface between Yardi Voyager and the DM software perhaps with an example of desired functionality?

2 The Electronic Document Management/Workflow software should be accessible from some of the Yardi Voyager main screens (for example, the FDI screen for the Public Housing module) in order to enable users to both store documents and search and retrieve documents without having to exit Yardi. 7. Can you elaborate on the requirement Provide automated generation of document packets (i.e. recertification packets), what are you really looking for here? For a number of our programs we are required to gather specific information at least annually to re-evaluate a family s eligibility and rent calculation. At re-certification time we send out a packet of forms to the family that they have to fill out and return to us. We would like the Electronic Document Management/Workflow software to be able to generate that package of documents with some of the information merged in from Yardi Voyager. This functionality would be part of the Workflow piece of the software. 8. For pricing purposes, what is the number of concurrent licenses you are looking for to start? We anticipate about 57 users initially. 9. What are the existing: a. Server Operating Systems b. Workstation Operating Systems c. Database engine and version d. Server and version e. MS Office version f. Scanners (if any) Answers: We currently do not have any servers of our own. We purchase services from the City of Fort Collins for our COMMON and individual file storage needs, and we are hosted by Yardi for our Yardi Voyager file storage needs. Our workstations are running either Windows XP, although those are being replaced on an annual replacement schedule, and the others are on Windows 7. Our is also purchased through the City of Fort Collins and is currently Microsoft Outlook, the Exchange server belongs to the City and not to FCHA. We are currently using Microsoft Office We have five large copier/scanners at our various offices right now in a central location, no individual scanners right now in individual offices. 10. Are you planning to upgrade any of the existing OS/Database software in the next few months? Only the workstations that are scheduled for replacement, they will go from Windows XP to Windows 7.

3 11. Are we expected to provide all Server hardware and scanners as part of the RFP response? We would expect the vendor to provide storage services for the system so that would require the vendor to provide the Server hardware. It wouldn t be possible for the vendor to know ahead of time our need for scanners and electronic signature pads but we would expect the vendor to make recommendations on those items once an assessment was done after the contract was awarded. 12. Can we introduce Innovative ideas to assist FCHA in its quest for effective and efficient operations? Yes, we would expect the vendor to do an assessment once the contract was awarded to best implement a solution. 13. Is there a Fail Over site for the existing FCHA operations? As stated above FCHA buys services from the City of Fort Collins and from Yardi. All backups and recoveries are covered through those agencies. 14. We have seen some organizations request assistance for the conversion of their current paper files when migrating to an ECM solution. As part of this RFP, is FCHA requesting a bid for services for the scanning of the back file documents? No, we do not plan on scanning in the entire contents of current tenant files. There may be some departments that want to get a portion of their current documents scanned into the system but this would not be part of the RFP cost. 15. We have seen some organizations request assistance for the day forward processing of their paper files specifically within the AP and HR environments. As part of this RFP, is FCHA requesting a bid for services for the scanning of the day forward documents? If yes: a. Please confirm the departmental areas of documents this would include. b. What are the daily or weekly volumes on a day forward basis of these documents? c. Will the physical documents be returned or destroyed after processing? No we would not anticipate that day forward processing would be part of the RFP cost. We do intend to scan the permanent items in the tenant files into the system (photo IDs, citizenship declarations, social security cards, etc.) and their new paperwork going forward, but we would anticipate this would be a separate process from the RFP. We would appreciate the names of any firms known to the vendor, however, that perform this type of service. Annual paperwork volumes are listed in the RFP on pages

4 16. Has FCHA identified the specific areas that will require workflow processes? If so, could you please define each of the workflow processes you would like the chosen bidder to develop during the implementation process? We have identified some of the areas. For the Public Housing and Housing Choice Voucher programs it would include processing a family off of the waiting list and qualifying them for a program, annual certifications, and moves with continued assistance. For the Affordable Housing and Tax Credit programs it would include initial qualification and annual certifications. For the Development Department it might include new vendor contracts. This list is not necessarily all inclusive. 17. It appears you plan to use electronic forms, possibly with the workflow processes; can you define what these forms will include, and the fields within each form? A general listing of forms can be seen on pages Many of these forms are already generated by Yardi Voyager, but as part of the workflow process we would like to see if they have been received or not. Typical fields would be tenant name, tenant address, certification date, tenant rent, housing assistance payment, etc. 18. For the user areas identified on page 10 of the bid document, is FCHA able to provide specific user counts for each of these areas to assist with quoting the correct amount of licenses? As stated above in question 8, we anticipate about 57 total initial users. 19. Does FCHA have a specific use for the API(s) you are inquiring about in the RFP? Or, is this just referenced to know what may be available for future use? It is just referenced to know what is available for future use. 20. Based on the Purpose of the RFP section in the bid documents, as well as the first item in the clarification Q&A, it appears FCHA is expecting bidders to provide the storage server(s) for storage of the documents. Can you clarify if FCHA has existing hardware to support the other areas of the solution (e.g. application/database servers, scanners, etc.)? Please see the answers to questions 9 and Does FCHA require fixed pricing for implementation services? If so, what does FCHA expect to be included in the fixed pricing number (e.g. time, travel, etc.)? It should be part of the overall RFP cost. However you would want to include it as part of the overall RFP cost would be up to you.

5 22. Request you to please provide clarity about the total number of users and the concurrent users who will be using this system. We anticipate 57 total users, concurrent users should be less but could reach 57 at certain times. 23. Is FCHA looking for capabilities of graphically modeling the workflows, graphical form designer for quickly designing user interfaces and visual dashboards to monitor progress of workflows. Please confirm. Our recomendation is that BPM solution for Workflow Management should comply to workflow standard such as BPMN, BPEL and WFMC. No, FCHA anticipates the workflows will be set up during implementation and will remain fairly static unless FCHA requests the vendor to alter them or to create new ones. The answer would be the same for any workflow monitoring tools or dashboards. 24. Since FCHA has asked vendor for Record Management Request you to include the following specification to ensure best of breed record management solution :The Record Management System should be certified to one of the record management standards like DoD /VERS/ISO etc. The details of record management will be left to the vendor as long as it meets the desired functionality and security. 25. As mentioned in Addendum A, the system need to be integrated with Yardi Voyager,Microsoft Office, Outlook. Is our Understanding Correct, Please Clarify. Yes, please see the answers to some of the above questions. 26. Does FCHA has existing hardware. If yes, please provide the details about application servers,database servers which are there in the department Please see the answers to some of the above questions. 27. Since backlog scanning is a part of the current poject scope, please provide the clarity about the backlog volume which needs to be scanned as part of the current project scope. Please see the answers to some of the above questions. 28. Is Disaster Recovery site also part of the current project scope?. Please clarify. Yes, since the vendor will be providing storage services for the data, backup and data recovery would also be necessary.

6 29. Request you to please provide clarity on the uptime of the proposed solution. Our normal hours of operation are 8 am to 5 pm Monday through Friday. There may be some uptime outside of those hours but not a large amount. 30. Request you to please provide the clarity about the number of users to be trained as a part of the current project scope. We anticipate a total of 57 users but it won t be necessary to train all of those users individually. We normally do our training in a classroom setting and utilize a train the trainer model. As long as key personnel are trained on the system it will be possible for them to train others. We would anticipate approximately 25 people would need to attend the classroom training. 31. Please provide the clarity about the Support & Maintenance period as a part of current project scope As listed on page 10 and 19 of the RFP, support and maintenance would be for an initial period of three years in the contract. 32. Is there any specified budget for this project? Kindly mention. When budgeting for 2014 we did enter a preliminary line item for the conversion to Electronic Document Management. This line item is subject to change depending on the response to the RFP. 33. Back-file Scanning: you reference backlog of documents, Can you estimate the amount / number of documents? Please ignore this question if you are planning on completing any back scanning yourselves. Please see answers to the above questions on backlog scanning, this would not be part of the RFP but a separate process. 34. Desk Side Electronic Signatures: Are you asking for key pad signatures allowing you to sign electronic forms (a digital signature) or the need for a true digital signature based on Public Key Infrastructure (PKI) technology? We are looking for key pad signatures so that clients could electronically sign documents at a Housing Coordinator s desk. Please see the answer to question11 above also.