CITY OF STARKE Project # 2016-02 Request for Proposals For Enterprise Content Management System 209 N. Thompson Street Post Office Drawer C Starke, Florida 32091 00
Contents CITY OF STARKE REQUEST FOR PROPOSAL ENTERPRISE CONTENT MANAGEMENT SYSTEM... 2 I. INTRODUCTION... 2 A. General Information... 2 II. NATURE OF SERVICES REQUIRED... 3 A. General... 3 B. Requirements... 3 Mandatory Requirements... 4 C. SERVICES TO BE PROVIDED... 4 1. DESIGN SERVICES... 4 2. DELIVERY, INSTALLATION AND CONFIGURATION... 4 3. SOFTWARE MODIFICATIONS/DEVELOPMENT SERVICES... 5 4. CONVERSION... 5 5. TRAINING... 5 6. SOFTWARE MAINTENANCE... 5 7. SUPPORT... 5 8. INFRASTRUCTURE SPECIFICATIONS... 6 9. OTHER SERVICES... 6 DEPARTMENTS FOR IMPLEMENTATION UNDER THIS RFP:... 6 Inquiries... 6 Submission of Proposals... 6 VII. EVALUATION PROCEDURES... 8 A. ECM Selection Committee... 8 B. Review of Proposals... 8 C. Evaluation Criteria... 8 D. Oral Presentations... 9 E. Final Selection Determination... 9 11
CITY OF STARKE REQUEST FOR PROPOSAL ENTERPRISE CONTENT MANAGEMENT SYSTEM I. INTRODUCTION A. General Information The City of Starke is requesting proposals from qualified Vendors for an Enterprise Content Management System and supporting services to image enable various processing for the City and provide an electronic archive that supports multiple departments within the City. The City is looking for the most cost effective solutions that will provide at minimum the following features: Image and document capture, document archive, OCR, Version Control, Workflow and Web Access. There is no expressed or implied obligation for the City of Starke to reimburse responding Vendors for any expenses incurred in preparing proposals in response to this request. To be considered, one (1) signed original and eight (8) copies of the proposal must be received by the City Clerk, City of Starke, PO Drawer C, 209 N. Thompson Street, Starke, FL 32091 by 2:00 p.m. on October 21, 2015. Upon the closing of the bid period all RFQThe City of Starke reserves the right to reject any or all proposals submitted. Proposals submitted will be evaluated by an ECM Selection Committee. Final selection will be made by the City Commission. During the evaluation process, the ECM Selection Committee and the City of Starke reserve the right, where it may serve the City of Starke s best interest and subject to the City of Starke Code of Ordinance Section 2-326, and request additional information or clarifications from proposers, or to allow corrections of errors or omissions. At the discretion of the City of Starke or the ECM Selection Committee, Vendors submitting proposals may be requested to make oral presentations as part of the evaluation process. The City of Starke reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the Vendor of the conditions contained in this request for proposals, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Starke and the Vendor selected. Any person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Florida State Statutes Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 22
It is anticipated the selection of a Vendor will be completed by October 24, 2015. Following the notification of the selected Vendor it is anticipated that a contract will be executed between both parties by October 30, 2015. B. Term of Engagement This contract is for 36 months, with an option of two additional years. II. NATURE OF SERVICES REQUIRED A. General The City of Starke is requesting proposals for the products, expertise, services, and on-going support of a qualified Vendor to provide an enterprise document imaging system for local government services. The objective of the imaging system is to automate and improve the efficiency of document management across various city departments. The desired imaging system will improve the efficiency and effectiveness of document storage, retention distribution and retrieval. The system will eliminate paper wherever possible and automate City document retention policies and procedures. An imaging solution is needed to achieve cost reductions in storage space and paper filing. The City also desires to automate workflow processes and improve the routing and distribution of documents. Access to vital City documents needs to be improved by allowing multiple departments to rapidly view and retrieve documents without having to manually search through paper records. City documents are an important source of information to our citizens and providing reliable and effective access is a vital City service. B. Requirements Proposers are requested to submit an enterprise imaging system solution that identifies best practices and uses of imaging technology in automating local government services. Proposals will be evaluated on several criteria, including the system's ability to deliver the above stated imaging objectives to multiple City departments and services. Proposers will be required to clearly demonstrate their experience in providing imaging technology to local government agencies. Proposers will be required to list references and locations in Florida for possible site visits to demonstrate their product. Proposers will be required to demonstrate the ability of their document imaging system to automate processes and improve efficiency in a wide range of City services. Proposers must clearly demonstrate the ability of their imaging system solution to improve the efficiency of all City departments. Proposers are encouraged to make recommendations based on previous experience with local government services. A description of the implementation methodology and experience of implementing similar systems must be provided. A detailed schedule for all proposed tasks should be provided, specifying the party or parties responsible for completion of each task. 33
. Mandatory Requirements 1. The work required under this quote shall be performed by the entity submitting the quote. 2. Submit reference from at least four (4) comparable projects with Cities where the vendor currently holds or has held contracts or agreements, preferably during the past three (3) years to indicate proficiency in similar work. Three (3) Cities must be in the state of Florida and one of the 4 referenced Cities must have a solution that closely resembles the solution being offered. The reference shall include current contact person, telephone number, and email address. Reference (of successful vendor) will be verified. References that are unverifiable or unsatisfactory may cause the quote to be rejected. 3. The Vendor shall have a minimum of one (1) Certified Document Imaging Architect (CDIA+) staff person specifically assigned to supervise the projects. The CDIA+ certification validates the knowledge of professionals who deliver document imaging solutions. It is a vendor-neutral certification that proves expertise in the technologies and best practices used to plan, design, and specify a document imaging, management system. 4. The Vendor shall have a minimum of three (3) Certified Engineers for the application being proposed. This is to insure the vendor has the ability to support the city before, during and after the implementation of the ECM system. 5. Submit an Audit Report with a Soc II Type II opinion. The Vendor must have performed a quality audit of their facilities and received the above mentioned opinion from a qualified agency. 6. The vendor must have an office within 75 miles of the City of Starke. C. SERVICES TO BE PROVIDED The following sections outline the required services. Proposers are free to suggest additional services as part of their response. 1. DESIGN SERVICES Propose any required design services. Identify all documents you will provide to the City as part of the design approval process. 2. DELIVERY, INSTALLATION AND CONFIGURATION Propose all services required for delivery, installation and configuration of the proposed software products, including acceptance tests to be attended by the City. Test data for the acceptance tests will be provided by the City. Include all services required to coordinate your activities with the City. 44
3. SOFTWARE MODIFICATIONS/DEVELOPMENT SERVICES Propose all services required to design and develop software, or modify existing software, to meet the needs of the City, including integration of the proposed applications, and acceptance tests to be attended by City staff and its consultants. Test data for the acceptance tests will be provided by the City. 4. CONVERSION Propose any services required to migrate and/or convert existing records to the proposed application system. The following target files will need to be part of the proposed solution. FILES TO BE CONVERTED 50 boxes of files from various departments 2,000 drawings Old minute books Mayor Docket Assessment Roll 5. TRAINING The City believes that thorough, effective training will be critical in attaining its objectives. Training should be proposed for: Users System Administrators Training the Trainers 6. SOFTWARE MAINTENANCE Propose any necessary upgrade and maintenance services for all package and custom application software, the date it will start, the cost and the length of time the cost will remain constant. 7. SUPPORT Propose all on-going applications support that you are able to provide. Describe the types of applications support you offer (for example, on-site, telephone, dial-in), hours of availability, guaranteed response and problem resolution times. 55
8. INFRASTRUCTURE SPECIFICATIONS The Proposer will be required to specify any necessary modifications or changes regarding the City s current network infrastructure. The Proposer will be expected to work with the City of Starke staff on any infrastructure issues. 9. OTHER SERVICES Propose any other services that are considered necessary to complete this project. DEPARTMENTS FOR IMPLEMENTATION UNDER THIS RFP: City Clerk City Manager Human Resources City Utilities will require 2 scanners at the customer service window City Council minutes-forms package for the minute pages workflow for agenda approval Building Department Future Departments Police Department Fire Department Inquiries Inquiries concerning the request for proposals and the subject of the request for proposals shall be directed in writing to: Ricky Thompson, City Clerk PO Drawer C Starke, FL 32091 (904) 964-5027 No other verbal or written information which is obtained other than through this Request for Proposal or its addenda shall be binding on the City of Starke. The City Clerk shall not be responsible for any other explanation or interpretation. Submission of Proposals The format and information content of the proposal must be consistent with the following and the proposal must be received by Ricky Thompson, City Clerk, City of Starke, at PO Drawer C, Starke, FL 32091 no later than 2:00 p.m. on October 21, 2015 for the proposing Vendor to be considered: 66
a. The Original and Eight (8) copies are to include the following: i. Title Page Title page showing the request for proposals subject; the Vendor's name; the name, address and telephone number of the contact person; and the date of the proposal. ii. Table of Contents iii. Transmittal Letter A signed letter of transmittal briefly stating the proposer's understanding of the work to be done, the commitment to perform the work within the time period, a statement why the Vendor believes itself to be best qualified to perform the engagement. iv. Detailed Proposal The detailed proposal should include pricing for all products, services and methodology being offered and required to provide the desired solution outline above. b. Proposers should send the completed proposal to the following address: Project # 2016 02 Atten: Ricky Thompson, City Clerk City of Starke PO Drawer C Starke, FL 32091 77
VII. EVALUATION PROCEDURES A. ECM Selection Committee Proposals submitted will be evaluated by an ECM Selection Committee. Final selection will be made by the City Commission. B. Review of Proposals The ECM Selection Committee will use a point formula during the review process to score proposals. Each member of the ECM Selection Committee will first score each proposal by the set of criteria described in Section VII C below. The full ECM Selection Committee will then convene to review and discuss these evaluations and to combine the individual scores to arrive at a technical score for each Vendor. At this point, Vendors with an unacceptably low technical score will be eliminated from further consideration and the Committee shall then rank in order of preference the remaining qualified Vendors. The City of Starke reserves the right to retain all proposals submitted and use any idea in a proposal regardless of whether that proposal is selected. C. Evaluation Criteria Proposals will be evaluated using the criteria listed below. Vendors meeting the mandatory criteria will have their proposals evaluated and scored. The following represent the principal selection criteria, which will be considered during the evaluation process. 1. Mandatory Elements a. The ECM Vendor is independent and licensed in Florida. b. The Vendor has no conflict of interest with regard to any other work performed by the Vendor for the City of Starke. c. The Vendor adheres to the instructions in this request for proposal on preparing and submitting the proposal. d. The Vendor has received a SOC2 TYPE II opinion from certified Public Accounting firm that provides audit and attest services to insure the vendor is capable of providing adequate security and processes that are compliant with all regulations governing the safe guard of public and private information archived at the City. 88
2. Technical Quality: Each of the proposers who have satisfied the mandatory elements will be evaluated on the following criteria. Point Range a. Expertise, Experience and Price (1) The Vendor's past experience and 0 30 performance on comparable City engagements (2) References and security compliance 0 30 b. Approach (1) Adequacy of ECM Solution 0 20 (2) Ongoing support 0 20 Total Technical Points 100 D. Oral Presentations During the evaluation process, the ECM Selection Committee may, at its discretion, request any one or all Vendors to make oral presentations. Such presentations will provide Vendors with an opportunity to answer any questions the ECM Selection Committee may have on a Vendor's proposal. Not all Vendors may be asked to make such oral presentations. E. Final Selection Determination Proposals submitted will be evaluated by the ECM Selection Committee. Final selection will be made by the City Commission. The Committee will rank, in order of preference, the qualified proposals It is anticipated that a Vendor will be selected by November 3 rd, 2015. Following notification of the Vendor selected and successful negotiation of a contract price, it is expected that work will immediately commence following a signed contract. 99