REQUEST FOR PROPOSAL FLC RFP #3148 Enterprise Document Management Software Due: 2:00 PM February 27, 2015 1
Contents I. PURPOSE OF THE REQUEST FOR PROPOSAL... 3 A. Statement of Need... 3 B. Service/Product Requested... 3 II. INSTITUTIONAL BACKGROUND... 4 A. Current Environment... 4 III. FLC CONTACT INFORMATION... 5 IV. PROPOSAL SUBMISSION... 6 A. Due Date... 6 B. Schedule... 6 C. Proposal Submission... 6 1. Executive Summary... 7 2. Company Overview... 7 3. Project Team Staffing... 8 4. Scope, Approach, and Methodology... 8 5. Requirements... 9 6. Optional Products, Modules, and Services... 13 7. Detailed and Itemized Pricing... 13 8. Acceptance Period... 13 9. Colorado State Contract and Special Provisions... 13 10. References... 13 11. Security... 14 12. Hardware and Software... 14 13. Data Integration... 14 14. System Authentication and Authorization... 14 15. ADA Compliance... 14 2
I. PURPOSE OF THE REQUEST FOR PROPOSAL A. Statement of Need Fort Lewis College has a need for an Enterprise Document Management Software solution. The College currently uses Ellucian Banner Document Management with the EMC Application Xtender suite. Some of the more common uses of our current solution include scanning paper documents and indexing them into the corresponding record within the ERP system, searching for and printing previously scanned documents, and copying electronic records (such as emails) into the ERP system. The key benefits we anticipate from such a service include: Ability to support more than 100 concurrent users There are eight departments that use the current document management system, and each department has anywhere from 1-10 concurrent users. With an enterprise document management system that can support all of our needs, we do anticipate this user base to grow. Ability to feed into our ERP system Banner by Ellucian Ellucian Banner is our authoritative record system for Students, Faculty, and Staff. The new document management system must integrate directly with Banner. Reducing paper trails and securing the information contained in documents The amount of personal information and data that resides on paper is a great security risk to any business or institution. Fort Lewis College hopes to reduce this risk by reducing the amount of such documents stored in filing cabinets, on desks, or in our trash bins. By implementing an Enterprise Document Management Software solution, Fort Lewis College will be taking another step towards streamlining our processes, securing our student s, faculty s, and staff s records and information, and improve efficiency of the offices of The College. B. Service/Product Requested Fort Lewis College requests proposals for an Enterprise Document Management Software solution. Proposals should address the following business requirements (more detail to follow in the Deliverables section below): Annotation/Redaction Application Interface Clients Collaboration Document Viewer Electronic Capture and Object Support Indexing/Advanced Metadata Integration Printing/Faxing/Output 3
Retention Management Scanning and Quality Assurance Security Server Architecture Server/System Administration External Integration and Extensibility II. INSTITUTIONAL BACKGROUND Fort Lewis College is a selective public liberal arts college located in Durango, Colorado. We are committed to accessible and high quality baccalaureate education, and our hallmarks are remarkably close relationships between students and faculty, the freedom of intellectual exploration, and the challenge of experiential learning. Our 4,000 students come from 50 states, 17 countries, and 145 American Indian tribes and Alaskan Native villages. With its rich cultural heritage, Fort Lewis College is a great place to learn and work. Fort Lewis College is a member of the Council of Public Liberal Arts Colleges and is accredited by the Higher Learning Commission of North Central Association of Colleges and Schools. Durango, the hub of Southwestern Colorado, is a thriving multicultural community set along the beautiful Animas River Valley. Averaging 300 sunny days per year and situated at 6,500 feet between the foothills of the San Juan Mountains and the headwaters of the Colorado Plateau, Durango is renowned for its outdoor opportunities. In the winter, Durango Mountain Resort, Wolf Creek Ski Area, Telluride Ski Resort, and Taos Ski Valley are all within easy drives, and backcountry skiing, snowboarding, and snowshoeing are easily accessible. In warmer seasons, hiking, biking, river running, golfing, and fishing can be enjoyed right downtown. Durango itself is a small, friendly, historic town of 15,000, and is the seat of La Plata County, with a population of 50,000. Durango features numerous dining, shopping, and cultural amenities usually associated with larger urban areas, and is connected by major airlines directly to Denver and Phoenix. A. Current Environment Fort Lewis College campus is fully networked with Ethernet and Wireless connectivity to every residence hall room, office space, and classroom. FLC is connected to the Internet and Internet II by two 300Mbs Ethernet connections directly to the Front Range GigaPop (FRGP) and a local ISP. FLC anticipates adding a third 300Mbs connection by year end. Systems supported by the Information Technology Department include: Oracle databases Campus EE License Ellucian Banner Administrative Information System (ERP) o Accounts Receivable o Advancement o Finance o Financial Aid o General Web o General 4
o Payroll o Position Control (HR) o Student o TouchNet Banner Connect o WebTailor Evisions Argos Reporting Automic Applications Manager Uportal CAS single sign-on Shibboleth federated sign-on Active Directory LDAP Exchange 2007 (in process of migrating to 2013) Blackboard Transact Blackboard Analytics Confluence Wiki Dot Net Nuke Apache/Tomcat Web Servers Oracle WebLogic/Fusion Middleware 11g Microsoft Server MS SQLServer RedHat Enterprise Linux Conference Programmer Maxient TMA TouchNet Payment Gateway Suite III. FLC CONTACT INFORMATION Administrative/Contractual Contact Any questions concerning contractual terms and conditions or proposal format must be directed to: Matthew McGlamery Director of Information Technology McGlamery_M@Fortlewis.edu (970) 247-7065 Technical Contact Any questions concerning technical specifications or Statement of Work requirements must be directed to either: Alicia Hernandez Manager Administrative Systems Ajhernandez@Fortlewis.edu (970) 247-7677 5
Matthew McGlamery Director of Information Technology McGlamery_M@Fortlewis.edu (970) 247-7065 Purchasing Contact Any questions concerning submittals or a resulting purchase order must be directed to: Wayne Hermes Director of Purchasing Hermes_W@Fortlewis.edu (970) 247-7432 IV. PROPOSAL SUBMISSION A. Due Date All material must be electronically submitted to Cole_Rena@Fortlewis.edu no later than 2:00 PM (MDT) February 27, 2015. B. Schedule The following is an estimate of the project timeline: February 27, 2015 February 27 March 13, 2015 March 13, 2015 March 13 March 23, 2015 April 10, 2015 June 1, 2015 RFP Available to Vendors Due Date for Proposals Evaluation Period Notification of Intent to Award Best and Final Negotiations, and Contract Management Estimated Start Date Estimated Project Acceptance C. Proposal Submission All Proposals must be submitted in electronic format. Duplicate paper proposals may also be included but are not required. Award of the contract resulting from this RFP will be based upon the responsive Vendor whose offer will be the most advantageous to Fort Lewis College in terms of: Cost Functionality Vendor stability Vendor ability to meet the schedule of events timeframe references 6
Fort Lewis College reserves the right to: Reject any or all offers and discontinue the RFP process without obligation or liability to any potential vendor Accept other than the lowest priced offer Award a contract on the basis of initial offers received, without discussions or requests for best and final offers Negotiate a best and final offer after the award Award more than one contract Vendor s proposals shall be submitted in several parts as set forth below. The Vendor will confine its submission to those matters sufficient to define its proposal and to provide an adequate basis for Fort Lewis College s evaluation of the Vendor s proposal. Vendor s proposals in response to this RFP will be incorporated into the final agreement between Fort Lewis College and the selected Vendor(s). The submitted proposals are suggested to include each of the following sections: 1. Executive Summary 2. Company Overview 3. Project Team Staffing 4. Scope, Approach, and Methodology 5. Requirements 6. Optional Products, Modules, and Services 7. Detailed and Itemized Pricing 8. Acceptance Period 9. Colorado State Contract 10. References 11. Security 12. Hardware and Software 13. Data Integration 14. System Authentication and Authorization 15. ADA Compliance The detailed requirements for each of the above-mentioned sections are outlined below. 1. Executive Summary This section will present a high-level synopsis of the Vendor s responses to the RFP. The Executive Summary should be a brief overview of the engagement, and should identify the main features and benefits of the proposed products and services. 2. Company Overview 7
Provide the following for your company: Official registered name (Corporate, D.B.A., Partnership, etc.), Dun & Bradstreet Number, Primary and Secondary SIC numbers Address Main telephone number Toll-free numbers Facsimile Website URLs Key contact name, title, address (if different from above address), direct telephone and fax numbers Person authorized to contractually bind the organization for any proposal against this RFP Brief history, including year established and number of years your company has been offering Enterprise Document Management Software solutions 3. Project Team Staffing Include biographies and relevant experience of key staff and management personnel. Describe the qualifications and relevant experience of the types of staff that would be assigned to this project by providing biographies for those staff members. Some project staff members will have access to sensitive student information; describe how your company qualifies employees to work with sensitive student information. 4. Scope, Approach, and Methodology This section should include a description of each major type of work being requested of the Vendor. Information provided in this section may be held in strict confidence if requested. The proposal should reflect each of the sections listed: Hardware and software requirements (if applicable) Project team list (including CV of team members) Alliance/partnerships, if applicable, with other Vendors Project implementation plan (including data migration from current system) It will be vital for the proposal to include detailed information on the methodology to migrate our existing data/images from Xtender into the new system. Specify how data is stored in your system standard, native format or a proprietary format. Basic statistics of our current document management environment include: 675 GB of images currently Average roughly 7 GB per month of data growth for the past five months Images are stored in BIN format Approximately 625,500 documents which can contain one or more pages Documents are stored by application which generally maps to a specific functional area 8
o o 11 delivered applications are in use and represent approximately 568,600 or the 625,500 documents 11 custom (FLC developed) applications are in use and represent the remaining documents 5. Requirements This section identifies key functional requirements as well as desired functionality. This list should not be viewed as all inclusive and the RFP decision may include criteria not explicitly defined in this section. Items identified in bold type indicate required functionality Items in regular type indicate desired functionality Please provide documentation on how your proposed solution meets the following needs: Annotation/Redaction Provide a comprehensive set of annotation tools User and group-specific annotation security profiles Original images in object store remain unaltered by annotations Flexible, easy-to-use, secure redaction Application Interface Flexible, configurable application toolbar provides direct access to batches, documents, folders, tasks, reports, workflow, capture, management, and integration settings Ability to print and export the rows and columns of text which list documents, batches, folders, and tasks in interactive views Extensive use of drag and drop to simplify and enhance the moving of objects within, into, and out of document management system windows Administrative option to secure the user interface against customization System provides a recycle bin to allow users to recover accidentally deleted documents and ensure documents are only permanently deleted from the repository by authorized users, if so configured Clients Both thick and thin client options on a variety of platforms Client can be installed or auto-updated from the server Collaboration Ability to integrate with a workflow solution or provide a built-in workflow solution Ability to assign tasks, outside of formal workflow, which instruct a coworker or business partner to perform a document- or folder-related action such as signing, addressing document and folder deficiencies, or reviewing Tools for annotating, or marking up, bitmap images for review, approval, or other processing purposes 9
Ability to group related documents in user-definable categories distinct from their index values in support of project organization and collaboration Ad-hoc shared document viewing, allowing one user to invite another user to simultaneously view a document on screen without first closing or putting document in workflow Document Viewer Document viewer can display a wide range of digital object types in their native formats, including Microsoft Office, PDF, JPEG, TIFF, HTML, XML, DWG, DXF, and audio/video medial files Ability to display documents side-by-side with records in the business application Apply document annotations such as stamps, sticky notes, text, and redactions to bitmap images directly within document view interface Rotate documents in document viewer and save rotated views Ability to reorder pages within the document view interface, and add pages to existing document via drag and drop Perform common operations such as re-index, copy, email, export, print, fax, and delete pages within document view interface Copy or move pages from one document to another from within the document view interface Document viewer works with familiar, existing desktop email software for simplified sending of images (or links to images) to email recipients outside of the imaging system s workflow Ability to add documents to workflow or route documents within workflow directly from document viewer Electronic Capture and Object Support Capture a variety of physical and digital objects paper documents, digital photos, faxes, email, COLD output, native document files, and the print output of any Windows application with a print function in a single, electronic repository Import, store, and display a wide range of digital object types in their native formats, including Microsoft Office, PDF, JPEG, TIFF, HTML, DWG, DXF, and audio/video media files (specify the format in which data is stored in your system standard, native format or a proprietary format) Automatically import single files or batches Import files into the imaging system on demand using the desktop client software, thin client software, and business application-specific client modules Provide multiple methods for automatically indexing imported files Automatically import, index, and route email and attached files, preserving the original format of all attachments Provide multiple methods for automatically importing faxes Indexing/Advanced Metadata Flexible, customizable indexing options Ability to distribute indexing process among workstations and locations Automatic scan-time indexing via bar code Automatic scan-time indexing via OCR Automatic scan-time indexing for documents with fixed format 10
Index documents to records in existing business software without manual entry Ability to re-index documents via manual entry or single click associated with host records Ability to configure and select pre-defined index values via a drop-down menu or pick list Index documents with user-configurable data elements not taken from the host application, such as date/time, unique ID, serial number, predefined list, and free-form text entry Index multiple documents as a group without re-entering index values for each page Automatically and periodically validate existing document keys against an external database Individual documents can easily be indexed same as last document Integration Options for both programmatic and non-programmatic integration Direct integration with Ellucian Banner ERP Prior history of integration with Banner solutions Ability to integrate with non-erp solution Printing/Faxing/Output Print to any print device within a platform s standard desktop/network printing environment Ability to print documents with or without all annotations or only visible annotations Control printing permissions through application security Retention Management Easily defined, rules-based retention and disposition policies Create litigation and audit holds which prevent modification and deletion of information Track information lifecycle with comprehensive auditing Scanning and Quality Assurance Save scanned images in open, industry-standard graphics format Batch scanning capabilities for high-volume production environment Option to upload scanned batches directly to the server or scan batches locally and upload batches to server at a time the user specifies Option to send scanning output directly to a user-specified collection of documents Easily configure, name, save, select, and distribute capture settings such as document source, proposed index keys, workflow routing, and OCR and page content indexing Configure, save, and apply scanner settings such as resolution, page size, orientation, brightness, threshold, and image processing Support for a full range of entry-level to high-speed scanners from a choice of manufacturers, with options including simplex and duplex, monochrome, and color Support for deletion of blank pages during scanning Options to perform quality assurance (QA) on images at scan time, and bypass QA if desired Security Encrypted communication between server and clients Option for Secure Socket Layer (SSL) encryption 11
Server storage subsystem with encrypted object path metadata, secure object store connectivity (no client-level direct access or drive mapping required) and the availability of volume-level data protection Comprehensive designation of system privileges by user and group Ability to copy user and group privileges to simplify security configuration Document access control via logical filing hierarchy Control users actions on documents based on defined document type value Control users batch access Active Directory, CAS, or Shibboleth user authentication options which build on a FLC s existing security infrastructure, including user names, passwords, and identity servers Configurable, automatic user log-off due to inactivity Provide options for logging client, server, and user authentication actions Audit actions of defined clients from an administrative interface Server Architecture Flexible n-tier client-server design that supports centralizing or distributing processes via any combination of Microsoft or UNIX server platforms Scalable server design Support for high availability configuration Ability to store or retrieve documents without drive mapping Encryption of object storage path for enhanced document security on server file system Consistent performance regardless of user load Server/System Administration Graphical administrator interface accessible from the client or separate administrative utilities Ability to automatically distribute capture and device profiles to clients Ability to disable user accounts without deleting them Monitor license availability and usage from administrative interface View real-time list of logged-on clients, with information about server instance, server host, IP address, and time connected Integrated server-side tools to provide on-demand performance analysis of server processes Audit specific actions of defined clients from the administrative interface Ability to perform user administration actions in bulk, including account provisioning, permission changes, and deactivation of accounts Support for flexible configuration and management of document storage structures External Integration and Extensibility API to allow integration with external applications on a variety of platforms via web servicesbased data exchange Web services-based data exchange with external applications over firewall-friendly HTTP or HTTPS with support for SSL and WS security standards Allow development of external interactive applications based on web services standards such as REST, SOAP, XML and WSDL, maximizing options for development environments and platforms 12
6. Optional Products, Modules, and Services Provide detailed information or documentation (priced separately) of additional products, modules, or services offered that would complement the product that meets the requirements listed above, or deliver the desired functionality also listed above. 7. Detailed and Itemized Pricing Provide complete pricing. It is allowable to provide several pricing scenarios for different product mixes. Provide a comprehensive five (5) year Total Cost of Ownership matrix including but not limited to: Implementation costs, including estimates of required hardware/software and Professional Services Initial training and ongoing training options Support services available during contractual period Maintenance and recurring costs Disclosure of any annual maintenance escalation rates 8. Acceptance Period Identify the criteria and vendor expectations which would be used to evaluate a successful implementation and product acceptance. Identify a typical timeframe for product acceptance. 9. Colorado State Contract and Special Provisions A Colorado State Contract, meeting the requirements of the Colorado Office of the State Controller policies and laws of Colorado, will be required. The contract must be reviewed and signed by the Colorado Attorney General and Representatives of Fort Lewis College. A model contract can be viewed at: http://www.fortlewis.edu/purchasing/contracts.aspx In this section, specifically acknowledge the use of a Colorado State Contract and Special Provisions as first in the order of contract precedence. Provide any additional contract language, addendums, or agreements you would require. The Colorado State Contract and Special Provisions document are nonnegotiable. Please note: Colorado State Law prohibits Fort Lewis College from indemnifying any company and all contracts must use Colorado as the choice of law. Any RFP responses which do not comply with this section will be rejected. 10. References Provide a minimum of three (3) Higher Education references which utilize the Ellucian Banner ERP system. Identify the reference institution, contact, and applicable product(s) utilized at the institution. 13
11. Security This section should provide an overall description of the systems and organization s information security. Include how FLC data is protected on premise, in the cloud, and during transport. Include what security protocols are used, physical security measures, regulatory compliance, location of off-premise data centers, and 3 rd party hosting vendors (if applicable). Include the vendor incident management plan in the event of a data breach. The evaluation of the vendor responses may require follow up questions by FLC. FLC is willing to sign a non-disclosure agreement if necessary. 12. Hardware and Software This section should list all necessary hardware and software required by FLC for the solution. Include operating systems, proprietary, open source software, and third party software requirements. 13. Data Integration This section should provide details of the data integration, points, and methodology to FLC systems. Explain how data may be extracted from the current FLC system and loaded into the new vendor solution. Include areas of responsibility and maintenance strategy for data integration(s). 14. System Authentication and Authorization This section should include how the users are authenticated and how identities are managed. FLC uses the following authentication methods in order of preference: Central Authentication System (CAS) Shibboleth LDAP Solutions which do not utilize one of the authentication methods above will not be considered. 15. ADA Compliance This section should describe how the system is ADA compliant and where it is not compliant. Describe the company methodology to test for ADA compliance within the application. 14