MOHAVE COMMUNITY COLLEGE REQUEST FOR PROPOSAL RFP 05 1516 Document Management Software Due: 4:00 PM (AZ TIME) January 19, 2016 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. MCC CONTACT INFORMATION... 5 IV. PROPOSAL SUBMISSION... 5 A. Due Date... 5 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... 8 6. Optional Products, Modules, and Services... 11 7. Detailed and Itemized Pricing... 11 8. Acceptance Period... 11 9. References... 11 10. Security... 11 11. Hardware and Software... 12 12. Data Integration... 12 13. System Authentication and Authorization... 12 V. GENERAL TERMS AND CONDITIONS..12 VI. INDEMNIFICATION.15 2
I. PURPOSE OF THE REQUEST FOR PROPOSAL A. Statement of Need Mohave Community College is considering a replacement of its current Document Management Software (DMS) solution. The College is seeking a solution that will allow import of documents for storage from multiple areas, i.e., thru a scanner, network drives & emails. The DMS needs to be able to index documents several different ways, i.e. by ID number, alphabetically, document type, etc. It also needs to be able to pull information from our ERP (Enterprise Resource Planning) system into the DMS and be able to push data from the DMS to the College ERP system. The DMS needs to be capable of having multiple departments be able to view the same document while maintaining our data security standards and integrity. Workflows, approval tracks, document retention and ease of use are also important. The key benefits the College anticipates from such a service include: Reducing physical 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. Mohave Community College would like to greatly decrease this security risk by using a Document Storage solution that would alleviate the amount of paper documents stored in filing cabinets and on desks. Ability to feed into Mohave Community College s ERP system Jenzabar EX The new DMS needs to be able to talk back and forth as well as integrate directly with Jenzabar EX, the College s student information system (SIS). Ability to have a smooth flow of data between departments Many College departments need to see the same documents at the same time, but for different reasons. The new DMS should be able to support at least 150 concurrent users and have the ability for users to approve and then pass the document on to the next department in a smooth and easy fashion. By implementing an Enterprise Document Management Software solution, Mohave Community College will be taking another step towards streamlining College processes, securing student, staff and faculty data, and improving efficiency of the college as a whole. B. Service/Product Requested Mohave Community College requests proposals for an Enterprise Document Management Software solution. Proposals should address the following system requirements (more detail to follow in the Requirements section under Proposal Submission below): Scanning / Input Indexing / Searching Document Viewer Functionality Workflow / Approval Tracks Printing / Faxing / Output Reporting Retention Management 3
Security Server / System Administration Jenzabar EX (our ERP) Integration & Customization II. INSTITUTIONAL BACKGROUND Mohave Community College (MCC) is a comprehensive community college serving more than 13,000 students each year. It serves the northwest portion of the State of Arizona and its neighboring communities in California, Nevada and Utah. Mohave Community College has campuses in Kingman, Lake Havasu City, Bullhead City and Colorado City as well as an extensive online education program. The college offers programs that provide students with the skills, training and education they need for rewarding careers, and the academic foundation to go on to a university for a bachelor's degree and higher. Mohave Community College strives to meet the growing workforce needs of business and industry and to provide opportunities for small business development. A. Current Environment Mohave Community College is fully networked with Ethernet and Wireless connectivity to all district offices, faculty and staff office spaces, and classrooms. MCC has a 250 MB connection to the internet at this time. Systems supported by the Information Technology Department include, but are not limited to the following: SQL Enterprise 2012 R2 Jenzabar EX (ERP) modules Admissions Advising Accounts Payable Accounts Receivable General Ledger Purchasing Common Payroll Personnel Notepad Financial Aid Manager Registration Task List Tel Web Registration Active Directory / LDAP CAS single sign on 4
Shibboleth federated sign on Exchange 2010 Apache/Tomcat Web Servers Microsoft Server 2012 Enterprise R2 64 bit De Bian Linux and Ubuntu Linux Conference Tools Big Blue Button ITV Jabber Skype III. MCC CONTACT INFORMATION Administrative/Contractual Contact Any questions concerning contractual terms and conditions or proposal format must be directed to the Director of Procurement as listed below. Technical Contact Any questions concerning technical specifications or Statement of Work requirements must be directed to the Director of Procurement as listed below. Purchasing Contact Any questions concerning submittals or a resulting purchase order must be directed to the Director of Procurement as listed below. Christine Van Vleet Director of Procurement cvanvleet@mohave.edu (928) 757 0819 IV. PROPOSAL SUBMISSION A. Due Date January 19, 2016 by 4:00PM (Arizona Time) All material must be submitted to: Mohave Community College Office of the President Attn: Amy Curley 1971 Jagerson Ave Kingman, AZ 86409 5
B. Schedule The following is an estimate of the project timeline: December 18, 2015 January 4, 2016 January 6, 2016 January 19, 2016 January 20 22, 2016 January 22, 2016 January 27, 2016 January 29, 2016 February 12, 2016 July 29, 2016 RFP Available to Vendors Questions Due Answers posted to MCC website Due Date for Proposals by 4:00 PM (AZ Time) Evaluation Period Notify Presenters Presentations Full Day 2 3 vendors Notification of Intent to Award Recommendation to the Board Up and running in live environment goal date Fully transitioned from current system. C. Proposal Submission All Proposals must be submitted physically. Mohave Community College requests that ONE (1) original proposal and SIX (6) copies in addition to ONE (1) thumb drive/ electronic copy be included. All packages must be clearly marked on the outside with RFP 05 1516 DMS and the Proposer s Name and address. Award of the contract resulting from this RFP will be based upon requirements set forth in this RFP. Selection of the new vendor(s) will be at the discretion of the College and will be based on the proposal that the College deems to be the most responsive and responsible and serves the best interests of the College in terms of: Cost Functionality Vendor stability Vendor ability to meet the schedule of events, timeframe and references Mohave Community 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 6
Mohave Community College s evaluation of the Vendor s proposal. Vendor s proposals in response to this RFP will be incorporated into the final agreement between Mohave Community College and the selected Vendor(s). The submitted proposals must 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. References 10. Security 11. Hardware and Software 12. Data Integration 13. System Authentication and Authorization 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 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 and email addresses 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. 7
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. The proposal should reflect each of the sections listed: Please provide Hardware and software requirements (if applicable) Alliance/partnerships, if applicable, with other Vendors Project implementation plan with timeline (including data migration from current system) Details for migrating documents from current data management solution Hosting information Information on where documents will be stored MCC s server on DMS company s server Define level and availability of customer service Past / future schedule of updates Downtime information for updates Limitations of number of documents that can be stored List of available training Tools to monitor integrity of document repository It will be vital for the proposal to include detailed information on the methodology to migrate Mohave Community College s existing data/images from its current DMS 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: 758 GB of images currently Average roughly 126 GB per month of data growth for the past five months Images are stored in native format, most common types are PDF & TIF Approximately 450,000 documents which can contain one or more pages Documents are stored by department and index name 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 8
Please provide documentation on how your proposed solution meets the following needs: Scanning / Input Need to be able to import a wide range of document types Need to be able to import documents into the DMS by scanning Need to be able to import documents into the DMS from network drives Need to be able to import emails (email and attachments) into the DMS Batch scanning capabilities Support for a full range of scanners Support for deletion of blank pages during scanning Indexing / Searching Ability to index documents various ways, i.e. ID number, alphabetically, year & term, etc. Ability to distribute indexing process among workstations and locations\ Ability to search by title, ID, classification, etc. or any user defined index value Search by one or many criteria Search using a wildcard Ability to retrieve only documents for which user has access Automatic indexing at time of input Ability to index a document the same as the previous document Ability to store documents in native format Allow document versioning with check in/check out capabilities Search metadata as well as actual content of the document Keep previous document search available for subsequent searches Document Viewer Functionality Provide a comprehensive set of annotation tools including stamps, sticky notes, & highlighter Be able to open documents in native format Ability to merge documents and extract pages Redaction with option to password protect Ability to rotate documents in viewer and save the rotated view Perform common operations such as re index, copy, email, export, print and fax Ability to display documents side by side with SIS records Ability to import audio files and launch media viewers for retrieval Workflow / Approval Tracks Ability to easily move documents between users and departments Email notifications when user receives a document to view Ability to approve / deny documents Electronic signature capabilities Workflow creates an audit trail Automatic event notification via email Workflow can automatically start when a document is added 9
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 Ability to attach documents to outgoing email Ability to fax a document out of the document viewer Reporting User friendly report writing preferably based on SQL Reports can be run from the DMS Unlimited output lines on reports Ability to add retrieval arguments to reports Retention Management Ability to define retention parameters Ability to remove documents automatically based on retention parameters Create a document audit log Ability to recover deleted documents Security Encrypted communication between server and clients Option for Secure Socket Layer (SSL) encryption Comprehensive designation of system privileges by user and group Ability to assign permissions by document type Active Directory authentication Automatic user log off due to inactivity Ability to copy user and group privileges to simplify security configuration Server / System Administration 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 Web browser and desktop client interface Microsoft Office Integration Server logs viewable thru DMS for ease of troubleshooting Capable of moving administration setups between environments OS must be Windows 2008 or higher and windows based Desktop interface client needs to be Windows 7 Pro or higher 10
Jenzabar EX (our ERP) Integration & Customization Ability to view basic info related to documents, i.e. student ID, name, etc. Ability to create dashboard type displays for a comprehensive view of info. Ability to be able to enter data while in the DMS and have it stored in our ERP Ability to view documents that are stored in the DMS from our ER Ability to integrate with non ERP solutions Ability to collect large amounts of data, run data thru a process that would match to our ERP and then be stored in the ERP 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 three (3) year with two (2) additional One (1) year renewals Total Cost of Ownership matrix including but not limited to: Implementation costs, including estimates of required hardware/software and Professional Services Data/document migration from current system Initial training and ongoing training options Support services available during contractual period Maintenance and recurring costs Disclosure of any annual maintenance escalation rates 8. Implementation Period State the timeframe necessary to fully transition from our current system. Identify amount of MCC technical time needed for implementation (e.g. 1 technician @ 40 hours over 6 weeks). 9. References Provide a minimum of three (3) Higher Education references which utilize your product(s) in conjunction with the Jenzabar EX ERP system. Identify the reference institution, contact, and applicable product(s) utilized at each institution. 10. Security This section should provide an overall description of the system s and organization s information security. Include how MCC 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 11
centers, and third party hosting vendors (if applicable). Include an overview of the levels of security that are available with your DMS product, i.e. by role, department, user etc. 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 MCC. Mohave Community College is willing to sign a non disclosure agreement if necessary. 11. Hardware and Software This section should list all necessary hardware and software required by Mohave Community College for the solution. Include operating systems, proprietary, open source software and third party software requirements. Include server space requirements needed for MCC s current document load and future expanse based on our history of growth. 12. Data Integration This section should provide details of the data integration points and methodology. Explain how data may be extracted from the current Mohave Community College system and loaded into the selected vendor solution. Include areas of responsibility and maintenance strategy for data integration(s) and timeline. 13. System Authentication and Authorization This section should include how the users are authenticated and how identities are managed. Mohave Community College uses the following authentication methods in order of preference: Active Directory / LDAP Central Authentication System (CAS) Shibboleth Solutions which do not utilize one of the authentication methods above will not be considered. V. GENERAL TERMS AND CONDITIONS 1. Proposal Opening. Proposals are opened publicly in the Office of President. The College is not responsible for the pre opening of, late opening of, or the failure to open, an offer not properly addressed or identified. Only the names of the submitting firms shall be publicly announced at the proposal opening. No other information will be released until time of award. Proposal results will not be given in response to telephone inquiries. The list of firms or persons submitting proposals is available to anyone who submitted a proposal by sending a written request to the Director of Procurement. 2. Effective Period of Proposals. In order to allow for an adequate time for evaluation, approval, and award of a contract, the College requires a proposal in response to this RFP to be valid and irrevocable for one hundred and twenty (120) days after the proposal due date and time. Any firm who does not agree to this condition shall specifically communicate such disagreement in its proposal to the College, along with any proposed alternatives. The College may accept or reject such proposed alternatives without further notification or 12
explanation. 3. Alternate Offers. Offers submitted as alternates, or on the basis of exceptions to specific conditions of purchase and/or required specifications, must be submitted as an attachment referencing the specific paragraph number(s) and adequately defining the alternate or exception submitted. Detailed product brochures and/or technical literature, suitable for evaluation, must be submitted with the offer. If no exceptions are taken, the College will expect and require complete compliance with the specifications and all conditions of purchase. 4. Inquiries/Questions. Only questions answered by a formal written amendment to the RFP will be binding. Firms may only submit written questions as noted on page 1. Oral interpretations or clarifications will be without legal effect. 5. Addenda. Any change to the proposal will be in the form of a numbered addendum issued by the Procurement Department. Any addendum will be posted on the College's webpage and other websites as listed in this RFP. Other than official numbered addenda issued by the Procurement Department, oral or written advice or instructions made by any employees, officers, contracted consultants or agents of the College in regard to this RFP are not binding on the College. The College will not be responsible for firms adjusting their offer based on oral or written instructions. 6. Withdrawal. Proposals may be withdrawn until the date and time of proposal opening. Proposals may not be withdrawn for one hundred twenty (120) days after proposal opening. 7. Cancellation. The College may cancel an RFP in whole or in part if it is determined to be in the best interest of the College. 8. Acceptance or Rejection of Proposals. The College reserves the right to waive any formalities and to reject any or all proposals or any part(s) thereof, and/or to accept any proposal or any part thereof and/or to cancel the request for proposal. 9. Public Information. The College is obligated to abide by all public information laws. All vendor information regarding the proposal may become public information. All copies and contents of any proposal, attachment and explanations submitted in response to this RFP shall become the property of the College, except any materials that both the vendor and College agree to classify as confidential, proprietary or trade secrets. These materials must be clearly marked by the vendor and will be returned to the vendor after the award upon request. 10. Proprietary Information. If the vendor includes in the proposal any information deemed confidential, proprietary, or protected, such information must be packaged separately from the balance of the proposal and clearly marked as to any proprietary claim. The College discourages the submission of such information and undertakes to provide no more than reasonable efforts to protect the proprietary nature of such information. The College, as a public entity, cannot and does not warrant that proprietary information will not be disclosed. The College shall have the right to use any and all information included in the proposals submitted unless the firm expressly restricts the information. If such restriction impedes the consideration of the firm's proposal, the Purchasing Manager may disqualify the proposal. 11. Right to Use College Name Denied. The firm is specifically denied the right of using in any form or media the name of the College for public advertising unless express permission is granted in writing by the College. 12. Pre proposal Conference. If scheduled, the date and time of a pre proposal conference is indicated on 13
page 6 of this document. Attendance at this conference, if mandatory, if so noted. The purpose of this conference will be to clarify the contents of this RFP in order to prevent any misunderstandings. Any doubt as to the requirements of this RFP or any apparent omission or discrepancy should be presented to the College at this conference. The College will then determine the appropriate action necessary, if any, and may issue a written amendment to the RFP. Oral statements or instructions will not constitute an amendment to this RFP. Written minutes and/or notes will not be available. If a firm is unable to attend a non mandatory preproposal Conference, questions may be submitted in writing via e mail to the contact noted on page 5. 13. Proposal, General Provisions. a. Offer and Acceptance. A response to the RFP is an offer to contract with the College based on the provisions contained in the RFP. An authorized signature on the cover letter accompanying the proposal documents shall constitute an irrevocable offer to sell goods or services specified and accept the terms of the subsequent contract, which shall incorporate this RFP. b. Cost of Preparation. Any and all costs associated with the preparation, presentation, demonstration, or submission of responses to this Request for Proposal shall be entirely the responsibility of the contractor and does not commit Mohave Community College District to pay or reimburse any costs in any manner. These costs may include but are not limited to time for interviewing or selecting any contractor(s) who responds, site visits, presentations, return of proposal, proposal materials, reproductions, copyright infringements and any other costs. c. Accuracy. It is the responsibility of all firms to examine the entire RFP document and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting a proposal. Negligence in preparing a proposal confers no right of withdrawal after due date and time. Firms are responsible for errors and omissions in their proposals. Failure to include all requested information will have a negative impact on the evaluation of the firm's proposal and may result in rejection. 14. Waiver of Damage Claim. Each firm, in submitting a proposal, is deemed to have waived any claims for damages by reason of the selection of another proposal and/or the rejection of his/her proposal. 15. Responsibility for Compliance with Legal Requirements. The contractor shall comply with all state and federal laws applicable to its operations. 16. Law Forum. A contract resulting from this RFP shall be governed, and the College and contractor shall have all remedies afforded to each, by the law of the State of Arizona. State law claims shall be brought only in Mohave County Superior Court. 17. Non discrimination. During performance of a contract, the vendor will comply with provisions of the Civil Rights Act of 1964, Executive Order No. 11246 of September 24, 1965; rules, regulations and relevant orders of the Secretary of Labor and all applicable Municipal, County and State laws. 18. Americans with Disabilities Act. The contractor shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101 336, 42 U.S.C. 12101, et seq.) and applicable Federal regulations under the Act. 19. Confidentiality. The contractor shall keep the information related to all contracts and subcontracts in strict confidence. Other than the reports submitted to the College, the contractor shall not publish, reproduce or 14
otherwise divulge such information in whole, or in part, in any manner or form, or authorize or permit others to do so, taking such reasonable measures as are necessary to restrict access to the information, to those employees on staff who must have the information on a "need to know" basis, and the contractor agrees to immediately notify the College, in writing, in the event it is determined, or there is reason to suspect, a breach of confidence has occurred. Execution of a confidentiality agreement will be required of the successful contractor. VI. IDEMNIFICATION 1. Indemnification To the fullest extent permitted by law, the contractor shall defend, indemnify and hold harmless the College, its agents, representatives, officers, directors, officials and employees from and against all claims, damages, losses and expenses (including but not limited to attorney fees, court costs, and the cost of appellate proceedings), relating to, arising out of, or alleged to have resulted from the acts, errors, mistakes, omissions, work or services of the contractor, its employees, agents, or any tier of subcontractors in the performance of the contract. The contractor's duty to defend, hold harmless and indemnify the College, its agents, representatives, officers, directors, officials and employees shall arise in connection with any claim, damage, loss or expense that is attributable to bodily injury, sickness, disease, death, or injury to, impairment, or destruction of property including loss of use resulting there from, caused by any acts, errors, mistakes, omissions, work or services in the performance of this contract including any employee of the contractor or any tier of subcontractor or any other person for whose acts, errors, mistakes, omissions, work or services the contractor be legally liable. The amount and type of insurance coverage requirements set forth herein will in no way be construed as limiting the scope of the indemnity in this paragraph. The contractor shall hold the District, its officers and employees, harmless from liability of any nature or kind on account of use of any copyrighted or non copyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used under this request. 15
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