REQUEST FOR PROPOSALS (RFP) for Document Management Software System for the City of Bismarck Scope of Work The City of Bismarck s Finance Department is seeking experienced, qualified, and professional vendors to provide document management software. The City is upgrading their current New World System, (NWS), Financial and Human Resources Software System to Logos.NET, a browser based system. The City uses Real Vision Imaging, (RVI), an AS400 vendor for the current document management system (DMS). The City currently scans accounts payable documents centrally in the Finance office and documents are viewed city-wide by users. The City will continue to image documents in Logos.NET and may increase the types of imaged documents and decentralize some of the scanning activities to the departments. The City also needs to convert the current RVI imaged documents to the new DMS so the historical imaged documents can be viewed in Logos.NET. The DMS will reside on the City s network server/platform, provide software implementation and data conversion services, user training and manuals, and offer on-going technical support, software upgrades and annual maintenance. Project Objectives The Request for Proposal (RFP) is intended to solicit services for the purchase and implementation of Document Management Software, data conversion services, user training and technical support, software upgrades and annual maintenance capabilities. Proposal Submission Deadline Five hard copies of the proposal, including a sample contract, must be submitted in a sealed envelope by hand delivery, regular mail, or delivery service no later than 3:00 PM CST, April 9, 2010. The envelope shall be clearly marked on the exterior as containing Response to the RFP for DMS. Proposals must be delivered to: City of Bismarck Finance Department Attention: Wayne Stoppler 221 N. 5 th Street P.O. Box 5503 Bismarck, ND 58506-5503 Proposals will be publically opened at 4:00 PM CST on April 9, 2010 in the Finance Conference Room, 3 rd floor of the City/County Building, 221 N. 5 th Street Proposal should be submitted as follows: a. Please address and respond to the RFP items in the order in which they are presented on the Project Requirements. b. Include, on the cover letter, a signature of someone at the vendor firm who has administrative authority to validate the contents of the response which represent business expectations. All information contained within the RFP responses will be used for the evaluation process and may be part of the final contract. c. Include the name of the vendor designated primary contact that will have overall responsibility for the project after selection. Clearly state the sub-consultants who will be assigned to work on the DMS. 1
d. Proposals will be accepted until 3:00 p.m. April 9, 2010. No proposals will be accepted after that time. Later proposals will be returned unopened. The City Commission reserves the right to reject any and all proposals. e. The City of Bismarck will not pay for any costs or expenses in the preparation or submission of RFPs. f. Proposals may be withdrawn at any time prior to the deadline of the receipt upon written request of the vendor. Negligence on the part of the vendor in proposal preparation shall not constitute a right to withdraw proposals, after it has been received g. Questions about the Request for Proposals may be directed to: City of Bismarck Finance Department Attention: Wayne Stoppler, IT Manager 221 N. 5 th Street, P.O. Box 5503 Bismarck, ND 58506-5503 wstopple@nd.gov 701-355-1635 A list of vendor questions and responses provided during DMS RFP preparation will be e-mailed to all vendors who have provided their e-mail addresses to Wayne Stoppler by April 2, 2010. RFP Guidelines: The RFP Guidelines are defined in the Selection Process, Evaluation Criteria and Project Requirements. Selection Process The selection committee of City of Bismarck will review and evaluate all properly submitted proposals received on or before the deadline. Proposals will be reviewed for compliance with the vendor qualifications and requirements of the RFP. The selection committee will evaluate and score the proposals based on the features and costs. The vendor recommended by the committee will be forwarded to the Board of City Commissioners for final approval. The City of Bismarck reserves the right to: 1. Conduct pre-award discussion and/or pre-award/contract negotiations with vendors who submit proposals determined to be reasonably acceptable of being selected for award. 2. Conduct personal interviews or schedule presentations/webinars of any or all vendors prior to selection; and make investigations of the qualification for vendors as it deems appropriate. 3. Complete a qualifying screening process, in the event that five (5) or more vendors submit proposals. The qualifying screening will be based on delivery and project requirements as written on submitted proposals. The qualifying screening process will result in the top three (3) selected proposals to go on to a final scored selection process based on the Selection Process and Evaluation Criteria sheet. 4. Request vendor(s) to modify proposals or provide reasonable information, if the selection committee requires such to make the final selection. 5. Accord fair and equal treatment with respect to any opportunity for discussion and revisions of proposals. Such revisions may be permitted after submission of proposals and prior to award. 2
6. Negotiate any modifications to a proposal that are deemed acceptable, waive minor irregularities in the procedures, and reject any and all proposals. 7. Process the selection of the successful proposer without further discussion. 8. Waive any irregularity in any proposal or reject any and all proposals, should it be deemed it is in the best interest of the City to do so. City of Bismarck Finance Department shall be the sole judge of vendors qualifications and reserves the right to verify all information submitted in RFPs. 9. Add the RFP response to the contract as an addendum. Evaluation Criteria Proposals will be evaluated by the selection committee based the following criteria: 1. Firm services and experience 2. Experience and performance for similar or like customers 3. Understanding of scope of project and proposed solutions 4. Demonstrated successful application(s) of proposed DMS with Logos.NET 5. Knowledge of current and future technologies 6. Personnel assignments and qualification 7. Costs and future benefits Project Approach The City of Bismarck is updating their current New World Systems software from the iseries licensed standard software to the Logos.NET licensed standard software. A description of the financial and human resources modules are listed in Exhibit A. The City currently scans account payable documents centrally in the Finance office and documents are viewed city-wide by users. The City currently has 150 authorized users for Logos.NET. The City will continue to image documents in Logos.NET and may increase the types of documents imaged and decentralize some of the scanning activities to the departments. The City also needs to convert the current RVI imaged documents to the new DMS so the historical imaged documents can be viewed in Logos.NET. The primary document management system in place for the City is RVI on the iseries. The Police Department is operating a separate iseries which supports Sungard Public Sector Crimes, their RMS system, as well as RVI for document management of police records. The City needs to enhance document image and content management capabilities by replacing RVI with a Windows based, enhanced system capable of linking and/or interfacing to all city application software systems and that will also support the Police department.. A list of the City servers, application software, current scanned images and existing scanning equipment are included in Exhibit B. Project Requirements 1. Vendor Qualifications: Describe vendor s business including: a) Vendor services and experience (years) in DMS design and sales 3
b) Firm s current financial condition or at a minimum provide the current annual financial statements, as an addendum c) Services to other governmental entities of similar size and at least two cities using New World Systems Logos.NET or equivalent financial software who the City can contact as references and/or discuss the proposed DMS solution. Preference shall be given to Logos.NET references. 2. Project Scope and Proposed Solution: Describe proposal and implementation plan including: a) Detail description of the DMS solution that will demonstrate (1) scanning and viewing capabilities that will support the New World System Logos.NET system software, (2) conversion process for RVI historical images, (3) data storage requirements and (4) capabilities to provide linking and/or interfacing to browser-based and current AS400 applications. b) Licensing requirements including system software, scanning stations and user viewing stations. Identify whether the software licensing is based on concurrent usage and indicate how the usage is managed for scanning stations and user viewing stations. c) Hardware and operating software requirements to support the DMS which will be provided by the City and number of users supported by these requirements. d) Minimum and optimum PC specifications for scanning the document images. e) Minimum and optimum PC specifications for viewing the images. f) The interface capabilities that the DMS supports. g) Describe security capabilities and levels. h) Describe availability and features for any application programming interface (API) within the DMS system. i) Provide a list of other items not noted elsewhere that are required for implementation or maintenance of your system as well as an explanation of their benefits. j) Provide a list of other items not noted elsewhere that may be useful for implementation or maintenance of your system as well as an explanation of their benefits. 3. Project personnel and support service Describe services including: a) Implementation process for the DMS b) Training and assistance available for implementation and on-going system support c) Estimated time and schedule for implementation, training and data conversion d) Project personnel assignments and qualifications 4. Project Costs Detail cost proposal including: a) Software cost identified by unit cost, number of units and total cost b) Annual maintenance cost that identifies the unit cost, number of units and total cost and basis for annual increases. c) Costs for professional services for installation, data conversion and training d) An hourly rate for additional professional services 4
New World Systems Logos.Net Application Software City of Bismarck Exhibit A Financial Management Logos.Net Financial Mangement Base Suite General Ledger Budget Management Annual Budget Preparation Accounts Payable Module Revenue/Cash Receipting Logos.Net Additional Financial Mangement Software Asset Management Grant Management Project Accounting Miscellaneous Billing & Receivables Government (GASB) Reporting Business Analytics Bank Reconciliation Logos.Net Procurement Management Suite Puchasing Base Requisition Processing Contract Accounting Payroll & Human Resources Logos.Net Human Resources Management Base Suite Payroll Processing Personnel Management Logos.Net Human Resources Employee Event Tracking Logos.Net Additional Payroll & HR Modules Position Control Position Budgeting Time & Attendance Interface Business Analytics esuite esuite Base Software e HR epersonnel epayroll
Major Software Involved in Project City of Bismarck Exhibit B-1 Application Software Current or Future Application Operating System Primary Department User Link/interface to Document Management Database Type Notes/ Comments New World Systems Fiscal Current AS400 Fiscal No AS400 DB2 RVI Currently Used New World Systems HR Current AS400 HR No AS400 DB2 RVI Currently Used New World Systems Fiscal Current Windows Fiscal, All Other Yes MS SQL Department Have Inquiry Access New World Systems HR Current Windows HR Yes MS SQL Permits, Licenses, Contracts Future Windows Administration Yes ESRI GIS Future Windows All Departments Yes MS SQL CAMA Future Windows Assessing MS SQL Subdivision and Plat Maps Future Windows Engineering Yes Building Permits Future AS400 Community Development Yes AS400 DB2
Servers/Mid-Range Involved in Project City of Bismarck Exhibit B-2 Servers Mid-Range Type/Model Operating System Primary Department using Server Available Disk space stated in Gigabytes GB Primary Applications Residing on Server Notes/ Comments City Hall - AS400 9406 270 AS400 V5R4 All Departments Bldg Permits Attached 3995 Combined Communications AS400 9406 270 AS400 V5R4 Public Safety IBM x3550 Servers Windows Server 2003 Anyone using financial and HR software Have iscsi SAN.Net 3 servers (Application, SQL, Testing/Training, E- Suite) Testing/Training and E-Suite server is Vmware partitioned. IBM x3650 (BISISS7) IBM x3650 (BISISS8) HP Server (BISISS11) Windows Server 2003 Windows Server 2003 Windows Server 2003 All Departments File Server Contracts, Applications, Plats, ETC All Departments GIS Assessing, other departments inquiry as needed CAMA Real Estate Property Data
City of Bismarck Existing Scanners Involved in Project Exhibit B-3 Scanner Type/Model Approximate age or acquired Date Primary Department using Scanner Fujitsu fi-4220c 4 years Fiscal SCSI Fujitsu fi-4220c 6 years or more Fiscal SCSI Fujitsu fi-5120c 2 years HR USB Fujitsu fi 4220c 5 years Police SCSI Network Attached or USB SCSI Existing Index Image Index Data Description Type Page Count Image Index Count AP Invoices Scanned Images 718,835 290,659 Our 3995 has 15 platters (5.2 GB Double sided IBM p/n 59H4791) in operation to support the above table. Not all platters are full.