Request for Proposal. Enterprise Content Management System

Transcription

1 Request for Proposal Enterprise Content Management System Responses to a Request for Proposal will be received by the Purchasing Coordinator, Sumner County Board of Education, 1500 Airport Road, Gallatin, TN for a Enterprise Content Management System until 9:30 A.M. CST Tuesday March 8, Bid responses will be opened at that time, taken under advisement and evaluated. Should you have any questions please call Bryce Embry (615) All proposals are subject to the Board of Education s conditions and specifications which are available from Vicky Currey, Purchasing Coordinator (615) All bids can be viewed on line at

2 NOTICE TO RESPONDENTS Responses to an Request for Proposal will be received by the Purchasing Coordinator in the SUPORT SERVICE FACILITY CONFERENCE ROOM, Sumner County Board of Education, 1500 Airport Road Gallatin, TN They will be received until 9:30 A.M. CST TUESDAY MARCH 8, 2011 for ENTERPRISE CONTENT MANAGEMENT SYSTEM, at which time the responses will be opened, taken under advisement and evaluated. BIDS WILL BE POSTED ON GENERAL REQUIREMENTS AND CONDITIONS 1. The Sumner County Board of Education reserves the right to accept or reject any and/or all responses in whole or in part, and to waive informalities therein. 2. Any responses received after the scheduled closing time for the receipt for responses will not be considered. 3. If a mistake is discovered after the responses are received, only the Sumner County Board of Education may allow the respondent to withdraw the entire response. 4. Partial payments will not be approved unless justification for such payment can be shown. Terms will be net 30 days. 5. Payment will not be made until the said ENTERPRISE CONTENT MANAGEMENT SYSTEM are inspected and approved as meeting all specifications by persons appointed by the Sumner County Board of Education. 6. Responses submitted must be in a sealed envelope and marked on the outside as follows: RESPONSE: ENTERPRISE CONTENT MANAGEMENT SYSTEM DEADLINE: 9:30 A.M. TUESDAY, MARCH 8, Facsimile responses will not be considered. 8. If a successful bidder violates any terms of their bid, the contract, school board policy or any law they may be disqualified from bidding for a period of two years for minor violations or longer for major violations. Bids from disqualified bidders will not be accepted during the period of disqualification. 9. Prices quoted on the response (if any) are to be considered firm and binding until the said ENTERPRISE CONTENT MANAGEMENT SYSTEM are in the possession of the Sumner County Board of Education. 10. No purchase or contract is authorized or valid until the issuance of a Board Purchase Order in accordance with Board Policy. No Board Employee is authorized to purchase equipment, supplies or services prior to the issuance of such a Purchase Order. 11. Any deviation from these stated terms, specifications and conditions must be coordinated with and approved in writing by the Purchasing Coordinator, Vicky Currey (615) All bids that exceed $25,000 must have the Company Name, License Number, Expiration Date thereof and License Classification of Contractor listed on outside of sealed envelope. As required by State of Tennessee Code Annotated

3 Sumner County Board of Education Request for Proposals: Enterprise Content Management System Objective The Sumner County Board of Education is soliciting proposals to implement an enterprise content management system. Background Sumner County Schools is a large school district in Tennessee with 46 schools, 4,000 employees and 28,000 students. The school district relies on paper forms for most of its internal business processes. Each month our central office receives thousands of leave forms, time sheets, purchase orders, mileage reimbursement claims, employee change requests, and other written forms from workers in the district. Processing so many sheets of paper takes time, and important information is often delayed in reaching those who need it. A few years ago the district took steps to move away from paper records by implementing document imaging systems. Currently the district uses two such systems, Local Government s ImageEase ( and Hyland s OnBase ( These programs are used primarily for archiving, and while they have reduced the paper storage issue, they have not relieved the issue of processing paper forms. The district is looking for an integrated system that will replace a majority of the paper processes, from creation to storage. We are seeking a system that allows employees to fill out electronic forms online, then enters that information into a work flow system where administrators can digitally sign the documents and pass them along to other departments for further processing. Ideally the system would also support exporting information from the forms into our HR and Finance software. Finally, we would like a system that could archive documents, potentially replacing ImageEase and OnBase. The district is facing an imminent restructuring that will move the Finance department to a facility across town. In order to support this move, we are planning to implement this document management system by this summer. We are seeking a company that will provide both an effective software solution and the support to implement the system efficiently.

4 Specifications Sumner County Board of Education Software E Forms The system should allow district staff to create and publish forms online without requiring special programming skills. Data Export Data received through e forms should be exportable to a comma separated or tabdelimited file so that it can be shared with other data systems, like DataQuest. The system should be able to automatically generate these exports on a regular basis. Workflow The system should support automated work flow paths. Thus, a submitted form would be delivered directly to the appropriate administrator, and once approved would pass automatically to the designated recipients. The district staff should have the ability to create and modify these paths as needed. Audit Trail The system should keep an audit trail of the users who have accessed a document, including a date/time stamp and a record of actions taken. Digital Signatures The system should support digital signatures for form approvals. User Rights The system should provide each user with access rights based on group permissions. Active Directory Integration The system should integrate with Active Directory for user logins and passwords. Document Archive The system should provide document archiving to replace the existing ImageEase and / or OnBase solutions. The document archive should allow a variety of file formats including DOCX, PDF, TIFF, JPG, MP3, and MPG4. Document Capture Staff members should be able to scan paper documents, such as letters of reference or student transcripts, directly into the archive of the appropriate employee or student. Document Collaboration The system should support collaborative creation of documents. Version Control The system should provide version control for documents. Searchability The system should support searching text from e forms, nested in Word or PDF documents, attached to meta data on multimedia files, or captured through OCR when documents are scanned to archives. On Site System The system should be installed on servers located on site. The district will consider a cloud based solution only if it can be converted to a locally hosted system. Additional capabilities not requested Proposals should identify any other system capabilities that distinguish their product but which have not been specifically requested in this RFP. Services Implementation The bidding company should provide full implementation of their recommended product including software installation, data migration, training, and ongoing support.

5 Sumner County Board of Education Data Migration The bidding company should provide services to migrate data from the two existing document archive systems, ImageEase and OnBase. The district is not committed to migrating these repositories, but may choose to move them now or in the future. Training The bidding company should provide initial on site training during the implementation and be available for future on site training as needed. Ongoing Support The bidding company should provide support as needed during the first year after the implementation, and then on a continuing basis as required by the school district. Support Availability The bidding company should be able to provide immediate phone support when called and timely responses to . Account management The bidding company should provide a single point of contact for support and account management. Responding to the RFP Required Elements 1. Description of recommended product and how it meets the district s software specifications 2. Technical requirements for servers and desktop computers to implement the software 3. Description of company including years in business, number of employees, and areas of specialization 4. Contact information for three clients of similar size (preferably school systems or colleges) who have implemented the company s services and proposed solution 5. Price quotations for: 5.1. Software 5.2. Training 5.3. Implementation services 5.4. Data migration services 5.5. Ongoing support services Submission Guidelines Deadline: March 8 th, :30 A.M. Send to: ECM RFP, 1500 Airport Road Gallatin, TN For clarification or questions concerning the bid specs, contact: o Bryce Embry, Technology Coordinator o [email protected] o (615)