ADDENDUM B January 10, 2014
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1 Finance Department Purchasing Division Dear Proposer: REQUEST FOR PROPOSALS (RFP) Specification No C FOR ECMS/AGENDA/RECORDS MANAGEMENT SOFTWARE PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY ADDENDUM B January 10, 2014 Questions received from proposers along with answers are attached. Proposals/bids must be received no later than 2:00 pm, on Thursday, January 23, All responses must be in a sealed envelope and have ECMS/AGENDA/RECORDS MANAGEMENT SOFTWARE and Specification No C clearly marked on the outer most mailing envelope. Mail or Hand Deliver To: City of Berkeley Finance Department/General Services Division 2180 Milvia Street, 3rd Floor Berkeley, CA Proposals/bids will not be accepted after the date and time stated above. Incomplete bids that do not conform to the requirements specified herein will not be considered. Thank you for your interest in working with the City of Berkeley for this service. We look forward to receiving your response. Sincerely, Henry Oyekanmi General Services Manager 2180 Milvia Street, Berkeley, CA Tel: TDD: Fax: finance@ci.berkeley.ca.us Website:
2 Addendum B Questions and Answers for Specification No C PROJECT NAME: ECMS/AGENDA/RECORDS MANAGEMENT SOFTWARE The City of Berkeley has received questions from some potential respondents regarding Specification No C, PROJECT NAME: ECMS/AGENDA/RECORDS MANAGEMENT SOFTWARE. In an effort to provide the same information to all, listed below are the questions received to date, with responses from City staff. Q1. What is the reason why the City of Berkeley chose to move away from Oracle Stellent? A1. The system no longer met the City s needs. Q2. Please advise what version, type and how many licenses of Microsoft SharePoint are used within the City of Berkeley (SharePoint 2013, Enterprise, X Users)? A2. The City does not use SharePoint servers currently. Q3. What is the SharePoint server farm configuration? A3. See A2. Q4. If SharePoint is not current licensed, do you wish to have the vendor provide quotes for SharePoint or will you use an existing Microsoft license contracting vehicle similar to your SQL Server provisioning model? A4. If you are proposing a SharePoint solution, please provide the cost of implementing SharePoint in your proposal, as the City currently has not implemented MOSS. Q5. What is the name of the current Kofax capture support provider? A5. Imagesource. Proposals may include resale and support for Kofax or a similar product. Q6. What is the approved budget for this program? A6. As stated in the RFP, cost accounts for 20% of the overall score. The City does not have a predetermined not-to-exceed cost for this project. Q7. What is the desired completion date of the migration? A7. The City desires to have the new system implemented this fiscal year (before July 1). Q8. Please advise what type of deployment model will the city require for software deployment (2 tier or 3 tier test, pre-prod, Production)? A8. The City expects the vendor to provide an entire solution, with complete support and training. Q9. Does the City wish to have a key administrator formally trained and certified on all software proposed? A9. The City expects to be provided administrator training for all product modules and levels of use.
3 Q10. What type of training does the city prefer onsite, computer based, or formal classroom training of key administration / power users? A10. The City prefers on-site training, other methods may be proposed. Q11. How many administrators are to be trained? A11. Four. Q12. Ref Section F: Item # 6 & 7: 120 day acceptance is not an industry standard acceptance period. Additionally the city is calling out use of Kofax capture software which has a strict non-negotiable NO RETURN policy provision by the manufacturer. We urge the city to relax standards to a 60 day provision which is 2x industry warranty performance period and eliminate conditions for product returns which would unfairly discriminate a response using this software and place the entire burden on small business providers. A12. Proposals may include resale and support for Kofax or a similar product. We understand the 120 day acceptance is not industry standard, but it is what the City is requiring. Q13. Is it possible to receive a Word Doc of the Attachments for copy and paste purposes regarding the above referenced RFP? A13. The City cannot post the RFP attachments in an editable format. Q14. What are the native file formats for CAD / large format docs - dwg, vwf, vsd, etc? A14. For CAD, the format is dwg. Other large format documents are TIFF. Q15. What languages need to be supported in the public portal? A15. English. Q16. Regarding the data migration from Stellent- what actually needs to be converted? We are assuming the images and metadata are needed but, do you need us to pull over any OCR text or annotations as a part of the migration? A16. All images, metadata, and OCR text must be migrated. The City does not currently use annotations on the imaged files. Q17. What infrastructure is the city s current Stellent system on? A17. The System is running primarily in virtual machines in the City s Virtual Infrastructure (VMWare VSphere 5.x). Each virtual machine is running Windows Server Q18. We understand City of Berkeley currently have Stellent repository which is an ECM Platform that Oracle had purchased. How long have you have it and what do you use it for? A18. Stellent has been used as the City s document management system since It is the system and functionality that is being replaced by the solution selected from this RFP. See pages 2-4 in the RFP and the Attachments for a description of its current use. Q19. We notice that a budget has not been established for this ECM project, at least in your mind, what would be your "theoretical budget" when you prepare for this RFP? A19. The City s estimated budget for this project is between $140,000 and $150,000 Q20. We understand it is a big scope of work for this ECM Project, what is City of Berkeley
4 timeline for implementation/project completion? A20. The City desires to have the new system implemented this fiscal year (before July 1). Q21. Besides Stellent, can you kindly share with us the list of vendors participating in this RFP process? A21. This RFP is an open invitation to propose a solution. There is no pre-approved list of participants. Q22. In the RFP it is indicated that 800MBs of physical record (box) data needs to be converted into OnBase and that there would be the same 6 index values for each box that would need to be migrated into the new physical record management solution in OnBase. Do you anticipate that you will re-design your physical records management solution with respect to the data fields you will use going forward or will you continue to take the same approach with retention #, record series title, description, retention period, statutory references and box #? A22. For the purposes of your proposal, provide pricing for the data fields as specified. OnBase was not part of the specifications (we are assuming that you are proposing that solution). The City will make further decisions after the selection of the software. Q23. Also, how many physical boxes are being managed as data in Oracle/Stellent right now? (The RFP states 800MBs worth of data, but how many actual boxes does that represent.) A23. In the Introduction of the RFP, it states, approximately 11,000 boxes stored at a commercial off-site records center (Access Information Protected). Q24. We noticed there is no instruction of the response being in any specific format other than the mandatory forms. Please confirm that there is no specific format to follow. A24. There is no standard format for the response other than the mandatory forms. QUESTIONS BELOW HAVE TO DO WITH THE STELLENT ECMS CONVERSION Q25. What document file formats are stored in the current Stellent System (ie. Tiff, PDF, MS Word)? A25. The majority are TIFF. MS Office documents and PDF documents generated as part of the agenda workflow process are stored in Stellent. Q26. What Version of Stellent? A26. Stellent IBPM v7.6 service pack 2. Q27. What can you tell me about the Stellent data base and schema? A27. Stellent IBPM utilizes SQL Server databases as its backend. Q28. Where are the documents stored? (File System, Blob, OSAR)? A28. The system stores the documents in its own obfuscated file structure on the disk s file system. File names and folders are not usable. It is necessary to go through the software or its APIs to access the documents. Q29. Assuming the current system is using folders, what is the folder structure?
5 A29. The system stores the documents in its own obfuscated file structure on the disk s file system. Q30. What is the database and metadata schema? A30. The databases are SQL Server databases. Schema is very extensive and not readily describable. See SDK documentation on Oracle s website under Oracle Imaging and Process Management SDK ( Q31. Are there multiple versions of a document? A31. Yes. Q32. Are annotations used? A32. No. Q33. Are compound documents used? A33. It is not clear what is meant by compound documents. Q34. Are overlays used? A34. No. Q35. Are there any retention policies in place? A35. Yes. Q36. How are retention policies stored? A36. The retention policies are stored in the Fixed Records Management SQL Server database.
6 Q37. Is there a current Topology map for the organization? A37. See image below. Q38. What is the migration strategy intent? Department by department? All at once? Or interoperate with legacy system? A38. Migration will be planned with the vendor. Each module may be migrated at a separate time. Q39. Do you prefer a shot gun or phased migration? A39. See Q38 above. Q40. Does the data need to be scrubbed prior to mapping data? A40. No. Q41. Does the current system have clean indexing and data structure? A41. Yes. Q42. Will there be any additional error handling and validation needed? A42. Yes. Please propose what you recommend for the migration. Q43. Do you currently own a custom import export tools or solution? A43. The product provides an import tool. The SDK is used to export data ( The City currently uses the SDK in our public web application (Records Online). Q44. When will answers to vendors questions be available? A44. Responses are expected to be posted by 5:00 p.m. on January 10, 2014.
ADDENDUM A June 1, 2016. Questions received from proposers along with answers are attached.
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