Request For Proposals:

Request For Proposals: Imaging and Electronic Document Management Solution Proposal Number: 014-08/09 Due Monday March 9, 2009 by 3:00 P.M. CST

I. Project Summary The City of Stillwater is seeking proposals to obtain an enterprise imaging and electronic document management solution and associated equipment and services. Proposed solutions must integrate with SunGard Public Sector s IBM System i software, popular commercial Windows applications, and various custom Windows applications developed by City staff. The City is also seeking an automated agenda management solution to streamline agenda preparation, distribution and meeting documentation for a wide variety of City meetings. This agenda management solution must be integrated with the proposed imaging and electronic document management system, allowing agenda related documents to be stored and indexed in the document management system s repositories and searched and retrieved from the document management system s client applications. The solution will be utilized in numerous departments throughout the City to preserve important documents, reduce the amount of time spent filing, retrieving, and distributing records, reduce records storage space requirements, comply with auditing and records management regulations, and to improve access to information for both staff and citizens. Examples include, but are not limited to, the following: Finance, Customer Service and Payroll: Need to convert and index a large volume of IBM System i printer spool files, providing long-term storage of the reports and full-text or index-based searching as needed. Accounts Payable: Need to scan documents of varying size, color, and quality, such as purchase orders, invoices, and receipts, with the ability to relate these scanned items to records in our SunGard Public Sector software utilizing SunGard imaging API s. City Clerk: Need to store and index both scanned documents and existing electronic documents, including, meeting minutes, ordinances, resolutions, deeds, easements, special assessments, contracts, etc. The City Clerk requires the ability to perform fulltext searches, as well as typical index searches, on all scanned and electronic documents. The Clerk also requires the ability to attach and/or embed electronic signatures and other annotations to these electronic documents. Various historical records maintained by the Clerk will need to be digitized and indexed for preservation. Human Resources: Need to scan documents of various sizes and quality, as well as capture and index a variety of electronic documents. Most items will be indexed by specific keys such as employee ID, date, and document type, but some documents will require full-text indexing as well. City Manager s Office: Need to scan documents of various sizes and quality, as well as capture and index a variety of electronic documents. The Executive Secretary requires an automated agenda management solution to develop and distribute Council agendas. The agenda management solution should provide the ability for users to submit proposed reports and items for the agenda and the workflow to route these items for approval and editing as necessary. The Executive Secretary should be able to track the status of approvals and edits and, ultimately, produce a completely electronic version of the agenda and associated documents for distribution, in a standard format, via e-mail

and posting on the City s web site. The agenda management solution must allow the Executive Secretary to publish agendas directly to the City s web site without assistance from the webmaster or other technical staff. Development Services: Need to scan documents of varying sizes and quality up to and including ANSI E size maps and plans. They will also need to import and index a variety of existing electronic files, including AutoCAD and Bentley MicroStation drawing files. This department also desires the ability to integrate with ESRI s GIS software to allow access to related images and documents contained within the document management system from ESRI GIS maps and applications. Public Works: Need to scan documents of varying sizes and quality up to and including ANSI E size maps and plans. They will also need to import and index a variety of existing electronic files, including AutoCAD and Bentley MicroStation drawing files. This department also desires the ability to integrate with ESRI s GIS software to allow access to related images and documents contained within the document management system from ESRI GIS maps and applications. The ability to provide internet access to certain plans and documents is important to this department. Electric and Water Utilities: Needs will be much the same as Public Works and Development Services. Police: Need to be able to scan and index a variety of documents and import various existing electronic documents including audio, video, and digital photographs. Digital records should be full-text searchable, have the ability to be related to case numbers, and possibly be linked to or accessed from public safety applications. Library: The library has a need for preservation and indexing of a large volume and variety of historical records, including bound and unbound materials in a broad range of sizes and physical condition. The purpose of this RFP is to obtain proposals from qualified vendors that can provide the software, hardware, and services that will ensure the successful implementation of solutions meeting the requirements described herein. It is important that the new system be scalable and flexible commensurate with changes in business practices and technology. II. General Requirements The document imaging system must meet or exceed the following minimal functional requirements: Capture: This feature is the means by which users can get files into the document management system. This will include scanning of paper documents as well as the importing and conversion of electronic documents. Indexing and Retrieval: This feature will make it easy for a user to retrieve any document stored in the document management system in a fast and efficient manner. This feature will include full text indexing/ searching, OCR, specific index searches, wildcard searches, and browse by folder/file structure capabilities. Distribution: This feature will allow for multiple users to access the same document at the same time and allow for documents to be distributed by authorized users. Distribution methods should include email, printing, faxing, export to CD/DVD, export to local file or network, and accessibility from the worldwide web.

Security: The system must allow for the creation of user and group profiles which allow access to the document management system and govern which records can be accessed and what actions can be performed on the records being accessed or added to the system. Security should be granular and able to be set by user, group, folder, document and system command or function. Annotations/Redactions: This feature permits the user to append or hide information on a document without altering the original document. This feature should be governed by security settings. Ideally the functions for Adding and Removing Redactions would be separate in regards to security settings. For instance, we might want several users to be able to redact a document, but only one user to be able to remove those redactions. Or, that a user may only remove redactions that they themselves created, and not be able to remove redactions made by others. Workflow: This feature describes the automated, electronic routing of documents within the system for the purposes of adding, moving, copying, or deleting records, tracking document status, batch editing or indexing, approvals, or timed reminders. Workflow should be based on a flexible set of rules determined and configured by City staff. Audit Trail: This feature tracks user access and activity within the system and provides detailed reports for monitoring and documenting use of the system. This feature should track authorized use as well as unauthorized attempts to access restricted documents and locations. E-mail alerting for unauthorized access attempts is desired, as is the ability to determine which documents are being accessed via the web. Computer Output to Laser Disc (COLD) / Spool File Conversion: This feature provides for the automated conversion and indexing of IBM System i printer spool files. The proposed solution should provide all the necessary hardware, software, and integration required to import the spool files from the IBM system into the proposed document management system. Spool files should have full-text indexes or the ability to define masks for each report type to capture specific indexes and values from the spool file as it is being imported. Bulk Importing and Document Migration: Proposed systems must provide a means for bulk importing documents and associated indexes which may be obtained from document conversion vendors. The system should be able to process delimited or fixed record format files containing indexes and locations of files to be imported. Examples of the required bulk import formats should be provided. We will also require specialized migration services for the extraction and importation of existing documents and indexes contained in an OTG (Optical Technologies Group) 3.21 DiskXtender application. There are approximately 70-80,000 documents to be extracted from this system along with a few large, converted spool file documents. Experience with OTG products is a must for this component of the proposal. Web Interface: The proposed solution should have a web interface allowing authorized users to search and view documents from any computer with Internet access and a modern web browser. The City should be able to specify which documents are publicly accessible via the web and what document functions are available to be performed by web users. Vendors should describe the difference in capabilities between the web client and any thick (client-server) imaging applications. Licensing costs and structures for web users should also be provided as requested below.

Optical Character Recognition: The proposed solution must be capable of using OCR technologies to recognize text on captured documents, making any recognized word available as an index for finding the document or information contained within the document. Full details should be provided on how OCR is accomplished in the proposed system, indicating whether processing is done in real-time, during the capture process, or in batch mode at a later date and/or time. Automated Agenda Management: As described above, the proposed solution should provide for the automation of processes for creating, editing, approving, and electronically distributing agendas for various City meetings. The agenda management solution should provide the ability for users to submit proposed reports and items for the agenda and the workflow to route these items for approval and editing as necessary. The Executive Secretary should be able to track the status of approvals and edits and, ultimately, produce a completely electronic version of the agenda and associated documents for distribution, in a standard format, via e-mail and posting on the City s web site. The agenda management solution must allow the Executive Secretary to publish agendas directly to the City s web site without assistance from the webmaster or other technical staff. The agenda management solution should be integrated with the proposed document management solution allowing agendas and associated reports to be stored in and searched from the document management system clients as well as the City s web site. The web interface of this solution should be customizable to appear similar to the rest of the City s web pages, if possible. The agenda solution should also allow users to define and store agenda templates with standard text and topics to streamline the generation of new agendas. III. Additional Requirements or Information Requested Vendors proposing document management solutions must be certified SunGard solutions partners, or have existing customers that are currently integrating the proposed document management solution with SunGard s Naviline and green screen products using SunGard imaging API s. Additionally, non-certified vendors must be able to provide integration with SunGard imaging API s at little or no cost to the city, and be able to provide timely maintenance or adjustments for any changes that might occur with the SunGard imaging API s in the future. The City prefers a Microsoft SQL Server database solution and Active Directory integration allowing imaging system permissions to be set from existing active directory user profiles. Proposed solutions should comply with all State of Oklahoma and Federal laws regarding electronic records and document management. The system should provide for DoD approved deletion of records when such deletion is authorized and appropriate. Please provide a list of electronic documents that can be imported and indexed in the proposed system. Additionally, please indicate which formats are compatible with your OCR solution. At a minimum, the system must store and index all Microsoft Office document formats, common graphic and multimedia files (.jpg,.gif,.bmp,.png,.tiff,.eps,.wav,.wma,.mp3,.mpg,.mp4,.wmv,.avi,.mov,.flv,.swf, etc.),.as well as PDF s, AutoCAD files, and Bentley MicroStation drawings. Please indicate the maximum number of indexes allowed in the proposed system and the maximum length of an index s value. If applicable, please indicate the maximum

number of applications and document categories or types allowed in the proposed system. Please describe the system s ability to handle sealed and expunged records, particularly with respect to redaction security and document deletion, who can add and remove redactions on a given record, and proof of destruction methods. Also please indicate the available redaction colors. Please describe annotation capabilities and options for attaching and embedding digital signatures. Please list the available methods for distributing documents. Please describe Retention Scheduling capabilities or procedures. Does the system notify end users by e-mail of documents eligible for destruction or does a report have to be run? Can such reports be automated? Please describe the capabilities and features of the system s web interface (document format, required plug-ins, compatible browsers, search capabilities, differences in capabilities for internal and external users, design and layout, etc) Please briefly describe the licensing methods for the proposed solution. Are licensed sold, per server, per workstation, concurrent use, based on functionality of the installed software, etc.? Please briefly describe support for automated document workflows. Please briefly describe any support for Batch / Zonal scanning and indexing. Please briefly describe any support for Exchange e-mail integration and archiving IV. Timeline For budgetary reasons it is important for the City to have this project completed on or before June 15, 2009. Please indicate in your proposal your ability to successfully implement the proposed solution in this time frame. V. Schedule for Demonstrations City staff may wish to see demonstrations of the proposed solutions and, therefore, requests that vendors submitting proposals indicate two dates and times between March 10 th and March 20 th that the proposed solution can be demonstrated. On-site demonstrations at City offices are preferred, but web demos may be considered if necessary. Demonstrations should be limited to 3 hours, including time for staff to ask questions and obtain answers. Additional time or demonstrations may be scheduled, if necessary. VI. References and Biographical Information Customer References: Please provide a minimum of five customer references. At least three should be SunGard IBM System i customers utilizing the proposed integrated solution. Information provided should include: Name of entity, Contact person, Telephone number and e-mail address, Description of solutions or services provided by your company or products, Date of original implementation.

Implementation Team / Project Staff: If available at the time of proposal, please provide biographical information for the persons who will be or are likely to be assigned to the project management or implementation team for the proposed solution. Please include the following information: Name, Job title and responsibilities, Years of service with your company, Industry experience, Key projects in the past five years. Company Overview: Please provide a brief overview of your current operations and company history including: Company Name, Location of corporate headquarters, Date incorporated, Names of any parent or holding companies, Primary line of business, Recent financial information and other relevant industry/operational information. VII. Cost Proposal The City prefers a single vendor for the software, hardware and services required to successfully implement the document management system and automated agenda management solution, but may consider separate solutions if adequate information regarding successful integration is provided. Proposals should include detailed pricing for all hardware, software or services required to implement the desired solution, including server hardware, operating systems, and database software, any products required to implement spool file conversion, proposed system software licenses, training, project management, travel, shipping, etc. Where possible unit prices should be provided, or quantities provided so that unit prices can be adequately derived. Based on the information provided in this request for proposals and the vendor s industry knowledge and experience, vendor recommendations for scanners, storage solutions, and any other required or beneficial hardware should be provided. For open market, non-proprietary hardware, the City reserves the right to check prices and obtain this equipment through regular purchasing channels or contracts, if it benefits the City. As for conversion and migration services, these can be provided by the primary vendor, through affiliates, or by independent vendors in this market. Document Imaging or conversion services should include per-unit pricing for both pick-up and delivery and on-site conversion of the following items: 8 ½ x 11 single-sided, 8 ½ x 11 doublesided, 8 ½ x 14 single-sided, 8 ½ x 14 double-sided, 11 x 17 single-sided, 11 x 17 double-sided, ANSI D and ANSI E maps and plans (single-sided), microfilm and microfiche, bound materials in critical condition, and other miscellaneous items that may not be able to be placed on flat bed or sheetfed scanners. Any vendors wishing to provide document conversion services must provide biographical information of employees performing the conversion (years experience, recent

projects and responsibilities, etc.). These vendors should also explain processes and methods for pick-up, handling, and return of originals and deliverables, as well as copies of confidentiality policies and rules. Vendors wishing to provide proposals for migration services to extract images, documents, and indexes from our old OTG DiskXtender 3.21 system should provide biographical information regarding experience with these systems, hourly conversion rates, and estimated number of hours for setup, extraction, and sample verification of 70-80,000 documents. For additional information necessary to complete estimates of conversion ormigration services, or any other aspect of this RFP, please contact Roy Lavicky, Information Technology Director, at rlavicky@stillwater.org, or by telephone at (405) 742-8204. All quotes should remain in effect for 90 days from the opening date of this RFP. VIII. Selection Process Following the opening of the submitted RFP s, proposals will be sent to staff for evaluation. Proposals will be evaluated based on overall costs, features and capabilities of proposed solutions, integration capabilities, ability to meet required timeline, ease of use and administration, vendor experience and reputation and customer references. If demonstrations are necessary, they will be requested using the scheduling information requested above. Staff anticipates making a recommendation to City Council regarding proposals on March 23 rd or March 30 th 2009. IX. Responding to this RFP: Questions regarding this Request for Proposal should be directed to Roy Lavicky, Information Technology Director, at rlavicky@stillwater.org, or by telephone at (405) 742-8204. Electronic copies of this RFP are also available from Mr. Lavicky. Two (2) signed copies of the proposal and non-collusion affidavit shall be submitted to the Office of the City Clerk, City of Stillwater, 723 S. Lewis St., Stillwater, OK 74074 or P.O. Box 1449, Stillwater, OK 74076. The outside of the envelope containing the proposal shall be clearly marked RFP for Imaging and Document Management Solution #014-08/09, 3:00 P.M. March 9, 2009. The City may reject any proposal not prepared and submitted in accordance with the provisions hereof and may reject any and all proposals. Any proposal may be withdrawn prior to the scheduled time for the opening of bids or authorized postponement thereof. Any proposal received after the time and date specified shall not be considered. No vendor may alter or withdraw his proposal after opening thereof. Additional work, equipment, materials, appurtenances and/or accessories not herein mentioned but necessary to furnish a complete project, ready for use upon completion, shall be included in the proposal. The project shall conform to generally recognized standards of quality of materials and workmanship, subject to the proposed requirements in full, and in compliance with any and all applicable federal and state safety regulations and requirements.

The City may make such investigation as deemed necessary to determine the ability of the vendor(s) to complete the project and provide any warranty repairs that might be needed. The vendor(s) shall furnish all such information and data for this purpose as the City may request. The City reserves the right to reject any proposal if the evidence submitted by, or the investigation of, such a vendor fails to satisfy the City that the vendor is properly qualified and able to carry out the obligations of the contract and to complete the project contemplated therein.

NONCOLLUSION AFFIDAVIT OF PRIME BIDDER State of ) County of ), of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding: or with any City official or employee as to quantity, quality or price in the prospective contract, or any other terms of said prospective contract: or in any discussion between bidders and any City official concerning exchange of money or other thing of value for special consideration in the letting of a contract. (Signed) (Title) SUBSCRIBED AND SWORN to before me the undersigned, a Notary Public, this day of, 20. Notary Public My Commission Expires: