RFQC No. ES-RFQC , Content and Document Management Software Solution and Services GTA Responses to Written Questions March 14, 2013

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1 1. General Question 1. Is there a budget developed for this project, and if so, what is the total allocated for completion of this project? What is the timing for planned project completion? 2. General Question 2. Will we be able to do a walk-through of the current environment and assess the as-is solution and processes? At this time, It is not in the best interest of GTA to disclose budgeted or an allocated amount as a part of the RFQC procurement process. The anticipated project completion timeframe will be provided in the RFP following completion of the RFQC. GTA anticipates a site visit/walk-through as a part of the subsequent RFP events for the selected, qualified contractors from the RFQC. 3. Attachment H 3. Will the vendor be requested to provide development of new workflows and forms to replace the existing InfoPath Forms functionality? (Attachment H) 4. Attachment H 4. Is this a complete replacement of all functionality on MOSS 2007 or will the web content management and portal functions migrate to another GTA solution? (Attachment H) 5. Attachment H 5. How many users both external and internal utilize the current solution? 6. Attachment H 6. Are you looking to upgrade the MOSS platform to SP2010 or will the platform be retired once the migration is complete? 7. Attachment H 7. Does the GTA currently have other document management solutions? What are they and will integration be required? 8. Section ) Section states proposed solutions are required to have lower maintenance than the current SharePoint solution. How much is GTA currently paying per year for maintenance of their SharePoint solution? Complete replacement. Roughly 350 total users. GTA is not looking to upgrade the platform. It will be retired after the replacement. However, GTA is receptive to a new solution which incorporates a newer version of SharePoint. Yes, GTA does have a document management solution (ViewDirect) and a content management solution (Drupal) in house. However, GTA is not considering integration of these solutions at this time. disclose its current SharePoint maintenance costs as a part of this RFQC procurement process. Page 1 of 5

2 9. Attachments C and D 2) Questions C-1 and D-2 suggest the need for concurrent users, however, the current architecture suggests two portals (an Intranet and Extranet); does the total number of concurrent users cover both portals in aggregate or for each one separately? The total number of concurrent users covers each portal separately. 10. Attachment C 3) Question C-2 asks for hosting in the client s data center, does this mean equorum s data center or our customers data centers? 11. Attachment H 4) The GTA architecture includes an Intranet portal and Extranet portal, do they need to be simply access portals to the same database or is GTA open to two separate synched databases? 12. Attachment H 5) The current architecture includes the use of SQL Server 2005 and Windows 2003, is the GTA open to use of newer versions of SQL Server and Windows or are these platforms requirements? 13. Attachment I 6) GTA mentions the use of SharePoint InfoPath and workflow applications, will the PSP be required to maintain and interface with these applications? Is the GTA open to converting or rewriting these applications? 14. Attachments C and D 7) All questions in Attachments C&D reference examples A&B. Can we use the same two examples, if applicable, in answering the mandatory requirements and attachments for multiple questions? 15. Attachment G 8) There are 3 references required in Attachment G, can we also use those references, if applicable, as examples to questions asked in the mandatory requirements and attachments section of the RFQC? 16. Attachment C 9) In question 1 in attachment C, the note section is unclear. What is meant by timeframe and target audience? And, I m not sure what you are looking for with the screen shots in relationship to the GTA s Data Center. GTA s goal for the new solution is to have one portal with one database. Yes, GTA is open to use newer versions of SQL Server and Windows. No, the applications are to be replaced. Yes, GTA is open to converting or rewriting the applications. Timeframe is the start and end dates that the PSP provided the content management solution. Target audience is the client base, such as government, financial, utility, etc. The PSP should provide Page 2 of 5

3 concurrent users. screenshots of its content management solution. 17. Attachment D Question #1: Is there a page limit for the response to Question 1, Attachment D? Other response areas list a 2- page limit. 18. Section 1.4 Question 1: How long after announcing the Qualified Contractor list, does GTA anticipate distributing a RFP for the project? This is related to Section 1.4 Schedule of Events. 19. Section 1.1 Question 2: Is this RFQC and the potential RFP, specifically geared to GTA, or is it the intention for this procurement to enable other State Entities to work with the winning firm? This is related to Section 1.1 Purpose of Procurement. 20. Attachment H Question 3: Does GTA intend to replace InfoPath as the Electronic Forms solution? This is related to Attachment H. 21. Attachment H Question 4: Does GTA intend to maintain SharePoint for any other uses? If so, is there a need for the ECM solution to integrate with SharePoint? This is related to attachment H 22. (page 6 of 18, Section Hard Copy and Electronic Copies Required, page 7 of 18, Sections 3.0 RFQC Qualification Factors and Prospective Service Provider (PSP) Statement Response [b.]) 1. Please provide clarification of the submittal instructions. Is it the intention of GTA to require PSPs to submit 7 hard copies, 3 CD-ROMs or USB drive copies, plus upload an additional electronic submission via the State of Georgia online sourcing tool? No. There is not a page limit for Attachment D. GTA anticipates release of the RFP within 2 4 weeks after completion of the RFQC selection process and posting notice to the GA Procurement Registry. The RFQC and RFP solicitations are procurement initiatives only for GTA to award an intended GTA agency contract. Yes, however GTA is open to continuing with InfoPath if the new solution is a newer version of SharePoint. No. Uploading of RFQC response files into the esource online tool is required by PSPs. However, see RFQC Addendum No. 1 posted to the GPR RFQC webpage on the Georgia Procurement Registry for revisions to GTA s required number of hard-copies and electronic versions specified in RFQC Section (page 8 of 18, Section 3.2 Supplier s General Information, page 10 of 18, Section 6.0 List of RFQC Attachments) 2. The document, B. Supplier s General Information Worksheet, does not seem to be attached to the RFQC nor does there seem to be a download link to the document. Could GTA please provide this separate Excel file as a downloadable file to PSPs? As of 3/7/13, Attachment B is available for download from the GA Procurement Registry, RFQC webpage at: aderpk=121590&source=publicviewquote 24. (Attachment C Mandatory Worksheet Prospective 3. The RFQC mentions up to 200 concurrent users. Is this for sizing purposes or are you asking for concurrent Concurrent licensing. Page 3 of 5

4 Service Provider Statement Questionnaire (Part 1) and Attachment D Mandatory Scored Worksheet Prospective Service Provider Statement Questionnaire (Part 2)) licensing (versus named licensing)? 25. General Question 4. Will GTA consider a Cloud-Based content management system? 26. General Question 5. Will the data residing in the SharePoint system be transitioned to the new system or will both systems remain operational in parallel? 27. General Question 6. Does GTA want the PSP do the porting of the 4 applications to the new system or will GTA do the porting work? 28. General Question Question #1 What is your anticipated implementation timeframe for the eventual DMS implementation? 29. Section 1.2 Question #2 Are you planning to replace the SharePoint solution with another solution?, Section General Question Question #3 What is your current maintenance expenditure for SharePoint? 31. General Question Question #4 What is the overall (estimated/proposed/approved)budget for the eventual DMS Solution Implementation? 32. Section 1.1 Question #5 Can any vendor that has a suitable system/software/solution can respond or can only vendors that are registered/approved with GTA can apply? GTA is receptive to a Cloud-Based solution, however there would be significant technical hurdles to clear based upon the security model of the Active Directory environment. Data will be migrated/imported to the new system. PSP is required to port the applications to the new solution. GTA's current planning timeline is to confirm a solution by the end of the FY (Jun 30, 2013) and to implement a solution by the end of the CY (Dec 31, 2013) - these are planning dates only at this point in time, until we have completed this phase of the procurement process. Yes, GTA is planning to replace the existing SharePoint solution with a new solution. disclose its current SharePoint maintenance costs as a part of this RFQC procurement process. disclose budgeted or an allocated amount as a part of the RFQC procurement process. All interested suppliers that can meet the requirements in the RFQC are invited to submit a PSP response. Also, see RFQC section 2 (Instructions to Suppliers) for Team Georgia Marketplace supplier registrations and Page 4 of 5

5 33. Section 1.4, Schedule of Events 1) The Anticipated close date is March 21 st, Is this correct? 34. Section ) When would you expect the actual RFP to be released once this RFQ is completed? 35. Section 1.2 Question #1: It appears you are looking for a Content Management system to replace SharePoint, but are you open to the idea of purchasing solutions to enhance the existing SharePoint environment? 36. Section 1.2 Question #2: What aspects of the existing SharePoint deployment are unsatisfactory? other important information. No. The closing date for responses is extended to March 22, 2013 per Addendum No. 1 as posted to the GPR. GTA anticipates release of the RFP within 2 4 weeks after completion of the RFQC selection process and posting notice to the GA Procurement Registry. GTA is not looking to enhance the existing SharePoint environment. However, GTA is receptive to a new solution which incorporates a newer version of SharePoint. See under General Overview. Page 5 of 5