ADDENDUM 1 FOR REQUEST FOR PROPOSALS FOR ENTERPRISE CONTENT MANAGEMENT SOLUTION FOR THE TOWN OF CHAPEL HILL

Transcription

1 ADDENDUM 1 FOR REQUEST FOR PROPOSALS FOR ENTERPRISE CONTENT MANAGEMENT SOLUTION FOR THE TOWN OF CHAPEL HILL BID: Q14-57 TO: FROM: SUBJECT: All Prospective Bidders Coco Hall, Purchasing & Contracts Manager Addendum 1 Enterprise Content Management Solution RFP DATE: February 28, 2014 This Addendum answers questions received related to the Request for Proposals for the Enterprise Content Management Solution RFP that were due by 3:00 P.M., February 24, Listed below are those questions and our responses: Definitions: COTS CSV ECM ECMS MFD MFP MUNIS OCR RFP TOCH Town Commercial off-the-shelf Comma Separated Value Enterprise Content Management Enterprise Content Management Solution Multi-Function Device Multi-Function Printer refers to current financial software package being used by the Town Optical Character Recognition Request for Proposals Town of Chapel Hill refers to Town of Chapel Hill Page 1

2 Question 1: Question 2: Question 3: Question 4: Question 5: How many users will need access to the new ECM? Approximately 250 users will need access, initially. This number may increase or decrease in the future based on needs of the Town after full implementation of the product has taken place. If you prefer a phased in approach for access, will the number of users we need for initial pricing be less? {i.e. your statement in the RFP that the solution will include all divisions over the next five years} The intention is for the Town to implement a mass roll-out. There is no plan to utilize a phased in approach. All departments will have representatives that will be trained by the Vendor. Those representatives will then be responsible for training their respective departments. The reference to a 5-yr implementation plan is in regards to TOCH employees implementing and building the system to, hopefully, be fully operational over the next 5 years. Do you currently have Database Software (i.e. MS SQL Server, Oracle, etc.) or must we include this in software cost proposal? Yes. The Town currently has a MS SQL Server volume licensing agreement. However, please include in the software cost as an add-on for cost comparison. You mention a 'data conversion plan'. Do you use another imaging product, or do you only refer to your existing saved imaged documents? Will the migration to the ECM entail other formats of documents such as Word, Excel, PDF, etc.? And, are these stored documents in a central location, or scattered throughout your organization on PC's and servers? Yes. There is the capability within in MUNIS to link images to purchase orders, paid invoices, payroll checks, etc. This system will remain in place. The Town has documents of various types and sizes. These documents are in various formats to include Word, Excel, PDF,.jpeg,.tiff, etc. The documents/content that will be migrated into the system is currently located in several locations throughout Town. We have many government customers your size or larger throughout the U.S., but you would be our first in North Carolina; are we automatically eliminated because we lack a client in North Carolina? If so, what is the reason for this? No bids will be eliminated based on lack of North Carolina clientele. It is preferred that bidders have some North Carolina clients; however it is not a disqualifier. All bids will be accepted and reviewed as long as the proposal is submitted based on the guidelines set forth in the RFP and all areas of interest have been addressed as specified. Please include customers with closest geographical location to North Carolina. Page 2

3 Question 6: Question 7: Question 8: Question 9: Question 10: Question 11: How many concurrent users will the Town need to: Scan? Retrieve? participate in workflows? Store and access AutoCAD files in the ECM? Store and access files from MS-Office? Store and access files from Outlook? For bidding purposes, approximately 100 people will be in the system at any given time. Further discussion will be necessary after contract is awarded. How many public access users are needed? The amount of public access users is unknown. The Town would like a cost proposal that includes allowing guest access to services such as tax payments, land use payments (i.e. park usage fees), public information requests, etc. What workflow processes does the Town wish to automate? The Town would like to automate several workflow processes. These include, but are not limited to, timesheet submission, invoice routing, contract routing, personnel actions, etc. Examples given indicate Town wide processes. The number of workflow processes will ultimately depend on individual department needs as well. How is SharePoint used today in the Town? What integration to SharePoint is desired? o Archive SharePoint files o Manage SharePoint site deployment o Perform records management on SharePoint files Currently the Town uses SharePoint for intranet use for Town employees. The Town would like to have a link between this application and the ECM solution. The purpose of the link would be to access files from the system through the intranet. Suggestions will be accepted on ways to possibly consolidate the effort into one system. In the RFP page 7 Reason for RFP Please provide the details of the existing and developing technologies that need to integrate with proposed solution. Please refer to pages of RFP. In the RFP page 7 Reason for RFP Hardware includes scanning stations (multi-functional copier/scanners as well as desktop scanners), pc upgrades, and secure servers. Is the hardware and secure servers procured by Town or vendor should include the hardware and secure servers cost in the proposal? Page 3

4 Question 12: Question 13: Question 14: Question 15: Question 16: Question 17: Question 18: Vendor should include hardware and secure server cost in the proposal. Will vendor have remote access via VPN to EDMS system for installation and maintenance activities? Remote access will be granted to vendor for maintenance and installation purposes. It will be granted at time of need and granted for a limited amount of time dependent upon basis of access that is required. In the RFP page 8 Issues to solve Please provide the details of multiple enterprise and vocational systems that need to integrate with proposed solution. Please refer to pages of RFP. In the RFP page 16 What are the different systems to convert/migrate data into proposed solution? If possible please specify what is the volume of data to be converted for each system? Please refer to pages of RFP. In the RFP page 16 Will the customer provide the metadata in CSV format and images/documents in a shared repository? It is the interest that metadata will be generated upon migration into ECM Solution. There is currently no central/shared repository that is used for all Town generated documents. In the RFP page 16 Is the Customer expecting the vendor to perform the scanning for dayforward operations as well or it will be performed by the Customer alone? The Town is prepared to perform scanning for day-forward operations. Please provide a cost proposal for scanning service for consideration. It is estimated that the volume of hardcopy scanning required will include approximately 100, ,000 pages of documents per year for the first 2-5 years, and approximately 20,000 pages per year after that for as many years as necessary until the Town is virtually paper free. The cost proposal only needs to include initial scanning charges for 1-2 years. In the RFP page 16 What are the criteria for detecting a duplicate document? Is it during the scan time or post-scan? Duplicate documents are to be identified by the full image that is scanned. The vendor is asked to outline parameters to be used. It is preferred that this occur at the time of scanning to alleviate the need to purge duplications afterward. In the RFP page 16 the hardcopy scanning of 20,000 pages every year until paper free will be done by Vendor or Town? This will be done by the Town. Page 4

5 Question 19: Question 20: Question 21: What is the volume of redacting and OCR zone marking required in all of the documents? Due to the constant creation of documents, there is no feasible way to determine this at this time. A baseline may be developed once the ECM solution has been in place for 2 years. Audit reports can be produced that may better help answer this question. The OCR zone marking will include the entire document. How many scanning work stations does the customer require? (i.e. On how many workstations does customer intend to install the scanning/imaging application?) Approximately 250 workstations will require a scanning/imaging application. How many users need to be trained? It is expected that all 250 expected users will need training. Vendor will train approximately employees and those employees will then be responsible for training their respective departments. Question 22: Question 23: Question 24: In the RFP page 33 Current Town wide software applications There are 16 applications that are likely to remain in place for future. Are only these 16 applications required to integrate with the proposed solution or are all 55 applications referenced required to integrate with the proposed solution? Initially, all 16 Remain in place applications need to be integrated with the ECM solution. It is the interest of the Town that as many applications as possible be integrated at some point. This will be discussed in great detail with selected vendor. Please clarify if there will be external users who will be using the proposed System. Request you to provide the clarity about the number of external users that will be accessing the proposed System. The number of external users is indeterminate at this time. It is the expectation of the Town that current and/or modified business practices will drive this data once an ECM solution has been implemented. Vendor is asked to submit a cost proposal based on a solution that involves guest/ general users based on best business practices of municipalities of like size of the Town. Is there a need for High Availability of systems? Yes. The ECM solution will need to be available with 24 hours a day, 7 days a week, 365 days a year access. Page 5

6 Question 25: Question 26: Question 27: Question 28: Question 29: Question 30: Is there a need for a Load Balanced System? Yes. In the event one server is experiencing possible data overload, there should be an option to split data over multiple servers and maintain access through one centralized point; being the ECM solution. Is there a need for a Disaster Recovery Site? Yes. In the event of a disaster, natural or otherwise, the ECM solution should be backed-up at an onsite and off-site location. What is the desired duration for completion of project? Installation and training should be complete within 30 days of project initiation. What is your allocated budget for the project? Budgetary guidance has not been identified. The interest is that the vendor would respond to the specifications outlined in the RFP and the Town manager will make a decision based on the solution which best fits the Town s needs; not necessarily the least expensive. As long as each specification addressed in the RFP has a response and the proposal is presented as instructed, the proposal will be considered. What is your preferred solution - Cloud or on-premise Hosted? The preferred solution is on-premise hosted. Please provide the clarity about the number of workflow to be automated & number of steps involved in the workflow. Moreover, please share the sample forms & sample description of processes (examples or descriptions of the type of workflows that are relevant). Refer to question #8. Question 31: For proposed solution, in cost proposal, do we need to specify any other costs other than: the Hardware recommendations & costs and our custom out-of-box software solution and customizations costs training cost Please also include database cost in the proposal. Page 6

7 Question 32: Given a project award date of April 15, 2014, would the Town entertain a Project Initiation date earlier than the August 15th date listed in the RFP? Yes. The Town is prepared to begin project initiation as early as May 15, Question 33: Is it possible for the Town to provide the Functional Requirements / Specifications table in MS Excel format? Question 34: Question 35: Please see Word format attachment. The cost proposal appears to have some requirements that require narrative responses (e.g., integration). Please confirm that we should respond with full narratives rather than simply ensuring that this functionality is included in the proposed pricing. Please provide as much information possible for each functional requirement/specification. This will allow the Town to make a more informed decision. Please confirm our understanding from the RFP that the Town is seeking an ongoing onsite resource to provide scanning of paper documents for all 5 years. Is the Town seeking a fulltime resource, or is part-time acceptable and if so, what level of part-time support is the Town seeking? Refer to question #17. Question 36: Question 37: Question 38: Question 39: Would the Town prefer an ECMS solution that is capable of managing physical records in addition to digital content? Please include physical records management cost as an add-on option. What are the systems that you anticipate being replaced by the ECMS? Please provide a system name and a short description. Please refer to pages of the RFP. Could the town provide more insight into the current hardware environment, specifically how many scanners and MFDs are in place and how they are distributed between departments? There are approximately 1-2 MFDs located in each department for a total of approximately Town wide. Can you provide some more information about the applications to be converted? We do see the names of many applications on page 32. Which applications will be entirely converted and what database architecture do they run on? Page 7

8 Number of documents Number of images Size of the document repository Size of the database File types that are being migrated Number of document classes Do the image files contain any proprietary wrappers or encryption? Do you want the vendor to do all the data conversion or would you prefer to use a tool provided by the vendor and do the quality control yourself? Question 40: Question 41: Question 42: There is no way at this time to determine a numerical response for many of the issues above. Many image files do contain proprietary wrappers and/or encryption. The vendor will be responsible for either completing the data conversion or training the employees to do so for on-going sustainability. How many users need integration capability with MUNIS? Approximately 150 users will need integration capability with MUNIS. Which departments are in the first phase? The Town will not be implementing the ECM solution in phases. Is the Town looking to outsource their back file scanning to a vendor or are they just looking for best practices/training on handling the back files? If looking to outsource the back file: How many documents and how many images? (Please note that a two-sided page is equal to two images). How many images are there per document on average? Is there microfilm? If so, how many are 16 mm? how many are 35 mm? Please provide an estimated image count per roll based on the different types. Is there microfiche? If any, 16mm or 35mm? How many estimated fiche cards and how many images estimated per card? What type of prep/re-prep is required for the documents? Are the documents all black and white? If not, what is the percentage of color, photos, grayscale? How many index values are desired for scanning the paper records? Where do we find indexing info within the document or on file jacket or both? If the information is found within the document itself, is it easily identifiable on the 1st or 2nd page of the document? Will the Town provide a spreadsheet with inventory count and/or required indexing information? What is the expected number of daily and weekly document requests while the scanning services are being done? Page 8

9 Are there any types of records that may be taken offsite? May subcontractors be used for the Scanning Services? The Town is prepared to complete this internally. Best practices/training recommendations will be accepted as an add-on option. The town has files in multiple forms, to include microfilm, microfiche, black and white, color, etc. Specific numerical data is unobtainable. It is preferred that all records remain onsite, unless a more cost-efficient option is presented. Cost proposals for subcontractors may be submitted. Question 43: Are there any staff members that need to be involved in an electronic forms process in Phase 1 that will not be a licensed scanning user? If so, how many? No. All licensed scanning users will be involved in an electronic forms process. (approx. 250) Question 44: Question 45: Question 46: Question 47: Question 48: Question 49: Will the Town of Chapel Hill accept proposals for SaaS (Software as a Service)? No. The Town is not interested in cloud hosting. Is there a current ECM solution in place? No. The Town will be developing/building an ECM solution from scratch. Can you clarify: The Vendor must also provide a complete list of all Content Management and Imaging outstanding contracts, including contact information, and contract start and completion dates. (Exhibit B page 49) Please provide any current outstanding or open projects being serviced by the vendor. Would it benefit Chapel Hill s offices to have a site to [temporarily] retain the hardcopies as they await scanning allowing them to free up office space now, instead of waiting 3-5 years for the project to complete? The Town already has multiple storage facilities within the town for this purpose, as well as in our offices. We are looking to procure an ECM solution to remove the need for such storage. Would it be acceptable to forward this RFP to a client who might want to bid, or should they contact Marie James directly. I would direct them to the Town website and ask them to follow the instructions and guidance on there. Is the Town looking for a COTS solution or one that it can use in other town agencies? Page 9

10 Yes. The Town is looking for a solution to utilize with all TOCH employees. We have various departments in various locations. The solution will be unique only to the municipality of the Town of Chapel Hill. It will not be used in link with external agencies. Question 50: Question 51: Who is the current MFP provider for the Town of Chapel Hill? The current contracted MFP provider is Sharp Business Systems. Individual departments will most likely be using scanners that are specific to the department and not necessarily contracted through the MFP provider. Please provide your response based on what your company can provide based on the specifications outlined in the RFP. As long as all specifications have been addressed and the response is submitted per the guidelines outlined in the RFP, the proposal will be considered. Does the Town of Chapel Hill have existing images that need to be migrated to the Enterprise Content Management Solution that is selected and what is the volume? Refer to question #39 and question #42. Question 52: Question 53: Question 54: Question 55: Could you describe your document Retention and Disposition Schedule? Please refer to the schedule online: Are you planning or interested in developing a Governance Plan for document management? The Town is unsure at this time. Further discussion will be needed with selected vendor on whether this concept is a good fit for the Town. Being that this is a very broad subject, further clarification from the Vendor is necessary. In question 10 of the Application Requirements, specifically in the document capture section the Town of Chapel Hill mentioned the requirement of translation. Do you need translation or the capacity to do capture and OCR texts in foreign languages? The Town would like the capability of capturing texts in foreign languages and being able to translate those languages into multiple other languages based on need for a specific task. In the Application Requirements section, the RFP mentioned the need for 50+ scanning licenses. Will these 50 users be connected to and have access to a scanner or will they just need to be able to index documents that have been ingested into a directory perhaps by a central scanning process? Page 10

11 Question 56: Question 57: These users will be connected to and have access to a scanner where they can capture and index documents into the ECM solution. What department will be the first to migrate over to the new system? The Town is not looking to do a phased approach, however there are departments that would take priority for training purposes. These departments include Human Resources, Finance, and Clerk s Office. How many document types does the Town of Chapel Hill currently manage? How many document types will need to be setup? The Town is not aware of how many different document types currently exist, therefore the Town is not able to provide a numerical response to this question. Duplicate Questions: Listed below are duplicate questions that have been answered above: On page 8 of the RFP, you list 8 process areas to automate. How many workflows do you plan to be encompassed as part of Phase 1? Please provide workflow documentation to attach to your response, if available. Refer to question #8. Does Chapel Hill have an implementation roadmap outlined including which departments are prepared to begin implementation in Phase 1? Refer to question #41. Are all of the applications listed as "Remain in Place" expected to be integrated with the ECM system? Which ones in particular for phase 1? Refer to question #22 and #41. Is this projected budget and can you give us a range on your expected investment? Refer to question #28. How are the images/documents indexed? Are the images/documents kept in file shares? Does the town of Chapel Hill have a standard naming convention? Are all the images/documents or portion of it encrypted? Page 11

12 Refer to question #39 and question #42. Do you have diagrams for the workflows you want to implement? Refer to question #8. How many scanners does the Town of Chapel Hill currently have? Refer to question #38. The Town of Chapel Hill states that they want 50 scanner licenses, but is this total of all 12 departments? Refer to question #38. How many images/documents will need to be scanned/captured into the Enterprise Content Management solution initially? Refer to question #39. Page 12