Cayman Islands Government Computer Services Department. Request for Proposal

Transcription

1 Cayman Islands Government Request for Proposal Enterprise Content Management System Purchase, Installation and Configuration Publication Date: November 1, 2006 Closing Date: Friday, December 15, 2006, 11:00 AM EST Deliver Proposal To: Secretary Central Tenders Committee Portfolio of Finance and Economics Cayman Islands Government Government Administration Building Grand Cayman KY CAYMAN ISLANDS Document Reference Number: CSD004/RFP Document Management System RFP Page 1 of 24

2 Table of Contents Instructions...3 Executive Summary...5 Introduction...6 Mandatory Features...7 Basic Content Management Features...8 Phase 1: Purchase and Installation in the...9 Purchase...9 Hardware Requirements...9 Installation and Configuration...9 Training...10 Computer Services Responsibilities Prior to the Installation...11 Single Point of Contact...11 System Access...11 Infrastructure Information...11 Hardware Infrastructure...11 Workspace for Vendor Personnel...11 Phase 2: Rollout to Other Departments...12 Contact Information...13 Financial/Policy Contact...13 Technical Contact...13 RFP Response Outline...14 A. Financial Proposal...14 B. Technical Proposal - Functionality...17 C. Technical Proposal - Technology...21 D. Company Background...22 E. Support...22 F. Other Features Not Mentioned Above...23 G. Site Visits...23 Evaluation Criteria...24 Document Management System RFP Page 2 of 24

3 Instructions Read this document. If you intend to respond to this Request For Proposal, send an to the Technical Contact (see the Contact Information section below) to register your intention. Format the proposal using the numbering convention in the section RFP Outline. Send questions to the Technical Contact (See the Contact Information Section) in written form. s are acceptable. The Technical Contact will distribute the questions and replies in written form to all of the registered bidders. The Questions and Answers will also be posted on the Cayman Islands Government Web Site at Enclose two (2) copies of the Financial Proposal (RFP Outline items 1 through 7) in separate, clearly labeled and sealed envelops or binders. Enclose two (2) copies of the Technical Proposal (RFP Outline items 8 and up). These must be separate from the Financial Proposal. Send the proposal to: Secretary Central Tenders Committee Portfolio of Finance and Economics Cayman Islands Government Government Administration Building Grand Cayman KY CAYMAN ISLANDS The proposal must arrive at the above address by: 11:00 AM Eastern Standard Time on Friday, December 15, Late proposals will not be considered. All of the proposals will be opened during a meeting of the Central Tenders Committee at the above date and time. A summary of all the Financial Proposals will be recorded. Document Management System RFP Page 3 of 24

4 Computer Services will conduct an analysis of the technical proposals. Site visits to the short listed vendor client sites will be conducted between January 2, 2007 and January 19, Computer Services will present its findings and recommendations to the Central Tenders Committee on January 26, The Central Tenders Committee will review the analysis and then make its recommendation. A possible recommendation is not to accept any of the proposals. All bidders will be informed of the recommendation. Computer Services and the selected vendor will then finalize the contract details and prepare the project plan. Document Management System RFP Page 4 of 24

5 Executive Summary This document is a Request for Proposal (RFP) for the purchase and installation of an Enterprise Content Management (ECM) System in the Cayman Islands Government. The is the sponsor for this project. Computer Services plans to introduce Content Management to the Cayman Islands Government in two phases: Phase 1 Purchase, Installation and Configuration in Computer Services: In Phase One, the following issues will be addressed: Purchase of the hardware and software for the central infrastructure Install the hardware and software for the central infrastructure Configure the system for use by the Computer Services Department. The initial number of users will be limited to the, approximately 60 users. Training for: o System administration/maintenance o System configuration o End user training (train the trainer basis) This RFP is concerned with Phase One only. However, proposals will be evaluated with an eye to the future as it is expected that the chosen vendor may also be responsible for parts of the Phase Two work. Phase 2 Roll out to Other Departments: When Phase One is complete, Computer Services plans to roll out the Content Management System to several departments that have relatively simple business processes. After the first roll outs are complete, Computer Services will tackle the departments that have more complicated business processes. At this time, Computer Services may ask the vendor to provide consulting services to help deal with the more complex issues. The Phase 2 work is NOT part of this proposal. Document Management System RFP Page 5 of 24

6 Introduction The Cayman Islands Government consists of approximately 3500 employees in 95 departments who work in various buildings located throughout the three Cayman Islands. The large majority of government employees work in the capital, George Town, in buildings that are serviced by a 100 Mega Bit LAN, however some use low bandwidth connections. Approximately 1600 employees are regular computer users. Of these, 300 to 400 are expected to be regular users of the Content Management System. The rest would use it casually. English is the official language of the Cayman Islands. The main government database is Oracle. The government s preferred operating systems for application and database servers are Tru64 UNIX or HPUX or Red Hat LINUX. Windows operating systems are used for the file servers. The government relies heavily on Oracle s ebusiness Suite and in-house developed and supported applications written using Oracle tools. Most desktops run Microsoft Windows XP. On average, most workstations are Dell or HP personal computers with Pentium processors (2.0 to 3.2 MHz) and 512 to 1,024 Meg of RAM. It is anticipated that the selected Enterprise Content Management Vendor will: Sell an Enterprise Content Management System to the Cayman Islands Government Recommend the required hardware and infrastructure software. Supply on-site installation services. Configure the system so that it runs in the Computer Services Department. Supply training services so that the will be able to: o Maintain the infrastructure o Roll out the system to other departments Document Management System RFP Page 6 of 24

7 Mandatory Features The content management features that are of special importance to the Cayman Islands are: Interface to Oracle e-business Suite Interface with Microsoft Outlook and Exchange Redaction Blackout sensitive data in a document The Records Management Module must be certified. See Section 18. Records Management below for details. Transparent Access to , file and database archive systems The proposed product/solution must be listed in the Gartner Magic Quadrant for Enterprise Content Management, 2005 or the Gartner Magic Quadrant for Enterprise Content Management, Metadata must be stored in an Oracle database. The application server software and database must run on Tru64 UNIX, RedHat LINUX or HP-UX. A site visit to an existing client is mandatory if a bidder s proposal is short listed. The site visit client must have a configuration similar to the one proposed to the Cayman Islands Government. These features are mandatory. RFPs that do not contain these features will not be considered. The Cayman Islands Government will consider solutions that are native to the Vendor s product suite as well as solutions that are the result of a joint venture with a sub-contractor or third party vendor. Document Management System RFP Page 7 of 24

8 Basic Content Management Features The following features are expected to be standard features of a mature Enterprise Content Management System. Document Capture o Paper Documents (Scanning, OCR, Form Processing). o Electronic Documents (MSOffice files, PDF, TIFF, JPEG etc) Metadata o Automatic indexing. o Manual indexing. Workflow o Routing o Electronic Forms o Paper forms that are scanned and have fields automatically copied to the metadata and/or a database o Approvals Versioning o Document history o Check In / Check Out Security Document Storage o File System Storage o Database Storage Interfaces to other systems Records Management o Record Integrity Quality Assurance o Retention/Disposal schedules o Certification This is not an exhaustive list. The bidders are free to propose other features which they deem valuable to an organisation like the Cayman Islands Government. Document Management System RFP Page 8 of 24

9 Phase 1: Purchase and Installation in the The following notes are a narrative explaining what is expected in the Section named RFP Outline. Purchase The bidders will supply costs associated with: Capital Cost of the proposed software modules. Licensing costs on a per unit basis with any volume discounts noted. Annual support cost for the purchased software modules. Training costs Hardware Requirements The bidders will indicate the hardware required. There are two contexts: Server Environment: What server capacity in terms of performance, memory and storage is required to support an organization the size of the Cayman Islands Government? Network Environment: What Network bandwidth is required to deliver acceptable performance throughout the Cayman Islands? Office Environment: What office hardware (scanners etc) is required to support a department the size of the Computer Services department? Hardware costs are NOT a part of this RFP. Computer Services is responsible for providing a suitable hardware environment. The bidders are responsible for providing the specifications: Installation and Configuration It is anticipated that the winning vendor will send one or more engineers/project managers to the Cayman Islands to install and configure the system. The bidders will provide cost estimates for this work with estimated schedules. The initial configuration will be done in the. The Vendor and Computer Services will work side by side to complete this task. There are two objectives to this task: Get Computer Services up and running. Train Computer Services staff in configuring the Content Management System for its deployment to other departments. Document Management System RFP Page 9 of 24

10 Training The winning vendor will train Computer Services staff. Training will cover: Training for two Help Desk personnel Training for the end users on a train the trainer basis. Three trainers will be trained. Training for three technicians. They will be responsible for: Central system maintenance Configuration changes to the central system Troubleshooting the system Upgrading the system The costs and time required for advanced training in programming the work flow technology should be provided. Document Management System RFP Page 10 of 24

11 Computer Services Responsibilities Prior to the Installation Single Point of Contact Computer Services will provide a single point of contact (see the Contact Information section below) for the pre-installation coordination, preparation, and site-specific requirements. This person will be available during regular business hours for at least a month before the Vendor begins the installation. System Access Computer Services will ensure that the Vendor has the necessary logon IDs and system privileges to allow them to perform the installation efficiently. The Vendor s personnel are required to conform to Government s IT Use Policy. Infrastructure Information Computer Services will ensure that the Vendor has the necessary infrastructure details such as server host names, IP addresses, domain names (for licensing) firewalls etc. Hardware Infrastructure Computer Services will ensure that all of the necessary hardware is on-site and commissioned prior to the ECM software installation. Workspace for Vendor Personnel Computer Services will provide the Vendor personnel with a workspace that includes a PC workstation, desk, phone and internet access. If the Vendor wants to use their own laptops, they will be allowed to connect to the Government s network providing that they meet the Government s security and virus protection standards. If required, Computer Services will provide remote VPN access to engineers who need to work off-site. The VPN access will be provided on an as required basis and will be turned off when it is no longer needed. Document Management System RFP Page 11 of 24

12 Phase 2: Rollout to Other Departments After the Content Management System is installed and configured in the, the following work is anticipated. Note that this work IS NOT PART OF THIS RFP. This work will be done in future on an as required/budgeted basis. Computer Services will roll out the Content Management System to departments with relatively simple business processes. Based on the experience gained in the first roll outs, Computer Services will then address departments with more complicated business processes. At this time, Computer Services will decide if it needs consulting services from the Vendor to help with the more complicated roll out issues. At this time, the Vendor is requested to supply: The cost and durations of its training courses (if any) for the building and configuring the advanced features of its products. The terms and conditions on which it provides on-site consulting services for post-implementation work. Document Management System RFP Page 12 of 24

13 Contact Information Financial/Policy Contact For financial, commercial and policy questions, please contact: Mr. Gilbert O. McLaughlin Sr. Director of Computer Services Cayman Islands Government Grand Cayman KY CAYMAN ISLANDS Phone: (345) Fax: (345) Technical Contact For technical questions, please contact: Mr. Patrick Cimolini Applications Project Manager Cayman Islands Government Grand Cayman KY CAYMAN ISLANDS Office Phone: (345) Mobile Phone: (345) Fax: (345) Document Management System RFP Page 13 of 24

14 RFP Response Outline The bidders are asked to use the following outline in their response. Please refer explicitly to the following heading numbers in your proposal. PLEASE STATE ALL DOLLAR AMOUNTS IN US DOLLARS. A. Financial Proposal Please describe, in general terms, your pricing model and then supply the specifics under the following numbered headings. 1. Capital Costs List the proposed system modules together with their capital cost. 2. Licensing Costs List the licensing costs for each module on a per-unit (per user, per server) basis. Also, note volume discounts that will apply as the system is rolled out to other departments in the future. 3. Support Costs List the annual support cost for each module. Outline the support options if any (i.e. Bronze, Silver, Gold). 4. Installation/Configuration Costs List the personnel (by job description) that are needed to install the system on-site together with their daily rate. Also list any addition costs related to out of office hours work. List the expected per diem cost per person for food and lodging. Specify the rotation schedule for the personnel, i.e. how often will they go home during the project. Specify the approximate home locations (i.e. Pacific Northwest of the USA) of the installation personnel so that air fares can be estimated. State the elapsed time and cost required to install each module. Document Management System RFP Page 14 of 24

15 State the time and cost required to configure the system for use by the. Bear in mind that this will also involve training Computer Services personnel so that they will be capable of repeating the process in another department. To help scope the above item, here are some facts regarding the Computer Services Department: Computer Services consists of approximately 60 employees. These are divided into several groups: Administration (4) Software Development (18) Oracle e-business (10) Technical Support Help Desk/PC Support(13) Operations Network/Server Support (9) Distribution Room (4) Database Administrators (DBA) (2) On average, each person in the department sends and receives approximately 50 business s per day. Approximately 100 items per week are posted to Oracle s e-business Suite. Approximately 10 to 20 paper mail items are sent, received and filed per day. There are 81 software development projects and 7 infrastructure projects on the books. Each project has related analysis, design, development and communication documents that need to be held in the content management system. Most of the files are word processing and spreadsheet files. Some are graphic files, ie UML diagrams, storyboards etc. The following is a minimum, high-level scope for the configuration work: o Interface to Oracle ebusiness Suite o Interface to MSOutlook o Redaction o Workflow related to electronic forms; for example, a create user form flows through the department so that a new employee can be added to the appropriate computer systems. Approvals and notifications will be set up. o Set up the indexing and metadata scheme. The Cayman Islands National Archive will help specify the taxonomy before the mechanical set up is done. Document Management System RFP Page 15 of 24

16 o Scanning and OCR of paper forms. For example, an invoice from a regular supplier would be scanned and the information automatically copied to Oracle ebusiness Suite based on the data s physical position on the form. o Basic Content Management, for example, MSWord, MSExcel files will be indexed and checked in and out of the Content Management Module. Both automatic and manual indexing schemes will be set up. o The Records Management Module will be configured according to the rules supplied by the Cayman Islands National Archive. 5. Testing Costs State the time and cost of formulating and executing a repeatable test plan for the features that are installed in the. The interface to the Oracle e-business Suite is of special concern. 6. Training Costs Please list the training options with their cost as per the training requirements listed above in the Training Section. These costs are directly related to Phase 1. Include a catalogue of training courses with costs for advanced system programming and configuration. These costs will be used to budget Phase 2 work. These costs will NOT be included in the Phase 1 estimates. 7. Post-Installation Consulting Services If the post-installation consulting services are offered on a different basis than the installation contract, please outline the terms that are currently in force. Document Management System RFP Page 16 of 24

17 B. Technical Proposal - Functionality Please supply a narrative, document or URL that describes how your product deals with the following technical functions: 8. Interface to Oracle e-business Suite The Cayman Islands Government uses Oracle s e-business Suite to manage its financial transactions. The Content Management System must be able to capture data from financial documents and post them to the e-business suite. Typically, one transaction will involve several documents, s and forms. The proposed solution should allow documents and forms that are received from a supplier to be scanned with the resulting images attached to the transaction record. Also, data on the documents and forms should be automatically run through an OCR process and copied to the appropriate database columns in the transaction record. The following Oracle ebusiness Suite modules are currently used by the Cayman Islands Government: o General Ledger (GL) o Purchasing (PO) o Payables (AP) o Receivables (AR) o HR/Payroll (HR) o Cash Management (CM) o Projects (PA) o Fixed Assets (FA) o Inventory (INV). Posting to Oracle ebusiness Suite can be done in real-time or in an overnight batch job. Currently, the versions of Oracle ebusiness Suite that are used by the Cayman Islands Government are: o e-business Suite o Database o Forms 6i Oracle ebusiness Suite will be upgraded to the following versions in the last quarter of calendar 2006 or the first quarter of calendar 2007: o e-business Suite o Database o Forms 6i Oracle ebusiness Suite stores many of its reports in files stored on a server. Can these report files be captured and indexed automatically by the Content Management System? How many years has this feature been available? Document Management System RFP Page 17 of 24

18 Is this feature an integral part of the product? Is it implemented as custom interface? Is it supplied by a third party, (if so, which one)? If this feature is an integral part of the product, is it a certified feature? How many of your clients use this feature? 9. Interface with Microsoft Outlook and Exchange Microsoft s product, MSOutlook, is used extensively throughout the government. The Content Management System must integrate with MSOutlook so that users can easily file s and attachments in the Content Management System using drag and drop technology. How many years has this feature been available? Is this feature an integral part of the product? Is it implemented as custom interface? Is it supplied by a third party(if so, which one)? If this feature is an integral part of the product, is it a certified feature? How many of your clients use this feature? 10. Redaction Blackout sensitive data in a document) The Cayman Islands Government is currently drafting a Freedom of Information Act. The Content Management System must be able to publish documents with selected text blacked out ( Redaction ). Does the proposed solution redact: Image files Word processing files (MSWord, MSExcel etc) How many hierarchy levels of redaction security do you provide? Please provide details. How many years has this feature been available? Is this feature an integral part of the product? Is it implemented as custom interface? Is it supplied by a third party (if so, which one)? If this feature is an integral part of the product, is it a certified feature? How many of your clients use this feature? 11. Document Capture Paper Documents (Scanning, OCR, Form Processing). Electronic Documents (MSOffice files, PDF, TIFF, JPEG etc) What happens when an electronic document is captured by the Content Management System? Is it copied from its original location into a location that is managed by the Content Management System? Is the original deleted automatically or does the document remain in its original location? In other words, is each document duplicated in the file system, once in the regular file system and once in the Content Management file system? Do you supply integration with any of the following products or suites: MSOffice, MSProject, AutoCAD, TrackIT and Adobe? Please list any other common applications that you support. 12. Metadata Document Management System RFP Page 18 of 24

19 Automatic indexing. Manual indexing. 13. Workflow Routing Electronic Forms Scan paper forms and OCR the contents based on the physical position of the contents Approvals and notifications Ease of Configuration 14. Versioning Document history 15. Security Please describe how security is implemented and maintained. Are there interfaces to external authentication schemes? Oracle Internet Directory (OID), LDAP and Oracle s Single Sign On (SSO) technologies are currently being implemented in the Cayman Islands Government. 16. Document Storage Are documents stored in: o The database? o The file system? If so, what hardware configuration is recommended for the file servers? Do you support off-line storage? Do you support RAID? 17. Archiving Does your product have transparent access to an , file and database archive systems? If so, which ones, how long has your product had this feature and how many of your existing clients use them? Does your product support HP StorageWorks Reference Information Storage System (RISS)? 18. Records Management The Cayman Islands National Archive has recommended that the Records Management module conform to one or more of the following standards: o Department of Defense (USA). DoD STD Design Criteria Standard for Electronic Records Management Software Applications. June o The National Archives (UK). Functional Requirements for Electronic Records Management Systems Document Management System RFP Page 19 of 24

20 o Information and documentation -- Records management ISO o Electronic records management functionality UK-TNA A.1-A.10 or US-JITC C.2-C.3.1 (C.4 desirable) o Integrated physical records management UK-TNA B.3 or US-JITC C.3.2 o Integrated support for document management, workflow, imaging UK-TNA B.2, B.4 or US-JITC C Evidentiary Standards Is your product certified in one or more legal jurisdictions for providing data as legal evidence in a court of law? Do you recommend any standards or best practices that will help the Cayman Islands Government keep its electronic data in an appropriate format with the appropriate security checks so that it can be used as evidence in a court of law? This issue is important for s, electronic documents, databases etc. 20. Printing When a document is sent to a printer, does the system capture the fact that the document was successfully printed? Can printed output be captured automatically by the Content Management System? 21. Rich Media How does your product deal with rich media content, eg voice and video recordings? 22. Large Format Scanning Several departments within the Cayman Islands Government routinely deal with physically large documents eg maps. How does your product deal with this issue? Does your product work with ESRI (GIS and Mapping Software)? 23. Scanning Standards Do you recommend any standards or best practices related to the image files of scanned documents? Do you recommend specific resolutions or file formats? The Cayman Islands Government is concerned about the long term integrity of these files. If a document contains one color page and many black and white pages, is the entire document scanned as color? This typically happens when a crest is included on a title page. Document Management System RFP Page 20 of 24

21 C. Technical Proposal - Technology 24. Database The database of choice for the Cayman Islands Government is Oracle. Do you support this database? 25. Servers The Operating Systems of choice for the Cayman Islands Government servers are Tru64 UNIX, HPUX and Red Hat LINUX. Which one(s) do you support? How long has your product been running on one of these operating systems? How many of your clients are running your product on one of these operating systems? 26. Server Architecture How are the servers configured? Are the Application and Database servers separate computers or are they co-located? 27. Client Architecture What client architectures do you support? Client/Server? Thin Client? Browser/Web Interface? If you support more than one interface, does one have more or less functionality that the others, e.g. does the client/server GUI have significantly more functionality than the browser GUI? 28. Development Environment Please describe the tools that are used to configure the system. 29. Scalability How many users can a single Application Server support whilst providing less than 2 second response times for simple queries (i.e. specific queries that return fewer than 10 items)? 30. Interfaces to other systems Do you provide tools and an API that allow Computer Services to build interfaces to other systems? Do you have interfaces that are specific to: Oracle Forms Oracle Portal Oracle Application Express (APEX formerly HTMLDB) 31. Code Base What is the primary code base for each of the modules listed in Item #1 above? i.e C, Java, Visual Basic etc. Document Management System RFP Page 21 of 24

22 Did your company build these modules or were they acquired through business acquisition? If they were acquired, when were they acquired? D. Company Background 32. How long has your company or department been in business? 33. Is your organization a department within a larger entity? 34. How many employees are in your company or department? 35. How many support staff do you employ on a per client basis? 36. How many corporate clients do you have for Content Management? How many user licenses do you support and how many non-usa corporate clients do you have? 37. How many government clients do you have for Content Management that have a similar configuration to the Cayman Islands Government? 38. Please supply a summary of your financial performance for the last three years. 39. Does your company use formal Project Management methods for installation/configuration assignments? 40. If your company is a Value Added Reseller (VAR), please include a letter from the primary product supplier that documents the length of time that you have been an accredited VAR in good standing with the primary vendor. E. Support 41. For the Cayman Islands, where is your support center located? 42. Is there an active user group community for your product? If so, is there an active chapter in the South Eastern United States? 43. If your product contains third party modules, who is the first contact for support for these modules? Does your company supply first contact support for all all of the modules or will the Cayman Islands Government need to set up separate support contracts for the third party modules? Document Management System RFP Page 22 of 24

23 F. Other Features Not Mentioned Above 44. Other Value Added Features Not Mentioned Above Please feel free to recommend other features that are not explicitly mentioned above that will add value to the proposal. If you suggest additional modules here, please provide pricing as per the headings in the Financial Proposal. Do you have any white papers that support your architecture, approach to content management, design choices etc? G. Site Visits 45. Can the Cayman Islands Government send a team to one of your reference accounts that has a configuration similar to the Cayman Islands Government? This will be mandatory for bidders that are selected for the short list. Document Management System RFP Page 23 of 24

24 Evaluation Criteria The major sections above will be given the following weights in the evaluation process: Section Weight A. Financial Proposal - Costs 20% B. Technical Proposal Functionality (What the system does) 36% C. Technical Proposal Technology (What does the system run on?) 10% D. Company Background 20% E. Support Location, User Groups, 3 rd Party Modules 3% F. Other Features Value added features not mentioned in the RFP 1% G. Site Visit Results 10% TOTAL 100% The evaluation will done in two steps: A short list will be selected based on the first six sections above. The winning vendor will be selected after the Site Visits have been evaluated. Document Management System RFP Page 24 of 24