CITY OF WICHITA FALLS

CITY OF WICHITA FALLS RFP #09-09 LASERFICHE DOCUMENTS MANAGEMENT SOLUTION PROPOSAL DUE DATE DECEMBER 17, 2009 2:00PM REQUEST FOR ADDITIONAL INFORMATION NOVEMBER 24, 2009 2:00PM ADDENDUM ISSUED DECEMBER 3, 2009 From: CITY OF WICHITA FALLS PURCHASING AGENT'S OFFICE 1300 Seventh Street - Room 202A Wichita Falls, Texas 76301 (940) 761-7466

City of Wichita Falls Texas RFP #09-09 Request for Proposal for Software Licenses and Implementation of a Laserfiche Document Management Solution BACKGOUND: The City of Wichita Falls Texas is seeking a state of the art technology purchase of a Records Management System. The intent of this document is to solicit proposals from qualified Laserfiche vendors to provide a turnkey solution that meets the City s current needs with the ability to be expanded to meet future needs. The solution will be required to integrate with our existing business systems, office applications software, Lotus Notes email, printer queues, fax machines, and scanners with the ability to index, retrieve, and perform full text searches on the documents. The City will need the ability to designate retention of documents and provide for complete destruction of documents. PURPOSE: The purpose of acquiring a Records Management System is to create efficiencies in the time spent by city staff storing and retrieving documents, to provide more timely response to internal and external document requests, and to continue to meet the document retention requirements of Texas law. SCOPE OF WORK: The scope of the proposed project will provide planning, installation, training, and configuration for implementation of a Laserfiche Records Management System within four selected departments: City Clerk, Municipal Courts, Finance, and Human Resources. A vendor specializing in any of these areas is welcome to respond. OBJECTIVES: The City s primary objective is to develop a relationship with a Laserfiche vendor that has a proven track record and has successfully implemented a Records Management System within the State of Texas. The City desires to develop and implement a solution that will address its current document management needs and grow with the city to encompass more advance document management concepts. \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 2 of 19

Additional project objectives: Reduce the reliance on paper for large volumes of business information Improve document security and disaster recovery capabilities Establish a reliable document management repository that will be easily accessed by City staff Improve customer service for document request Integrate document images with other electronic processes This project will lay the foundation of expanding the use of document imaging and management within the City and provide a foundation for future automation of business processes. Equivalent Alternatives to Laserfiche: The City will consider a document management system that is equivalent or superior to Laserfiche in performance, ability, support, configurability, interactivity, and expandability, if such system can be provided at a lower cost than Laserfiche if a Vendor s proposal provides sufficient data upon which the City can make such determination. Delivery of Proposal Proposals shall be delivered to the City of Wichita Falls Office of the Purchasing Agent by 2:00 p.m. local time on December 17, 2009 at Memorial Auditorium, 1300 7 th Street, Room 202A, Wichita Falls, TX 76301. The Proposal shall be marked with RFP # 09-09 LASERFICHE DOCUMENT MANAGEMENT SOLUTION. Proposals received after this date and time will not be accepted and will be returned unopened, to the Vendor. The City is not responsible for lateness of mail, carrier, etc., and time/date stamp in the Purchasing Office shall be the official time of receipt. Five (5) copies of all proposal materials shall be provided, excluding the user documentation and technical documentation. One copy of user documentation and technical documentation shall be provided. REQUEST FOR ADDITIONAL INFORMATION Request for clarification or additional information must be submitted in writing to the persons indicated below no later than 2:00 p.m. local time on November 24, 2009. For Technical Questions: Information Systems Administrator Blake Jurecek P.O. Box 1431 \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 3 of 19

1300 Seventh Street Wichita Falls, Texas 76307 Phone:(940) 761-7425 Fax: (940) 761-7470 Blake.jurecek@cwftx.net All other questions should be directed as follows: Purchasing Agent Peggy Gahagan P.O. Box 1431 1300 Seventh Street Wichita Falls, Texas 76307 Phone: (940) 761-7466 Fax: (940) 761-7688 peggy.gahagan@cwftx.net ADDITIONAL INFORMATION AND ADDENDA A. Vendors will be notified in writing of any change in the specifications contained in this RFP. B. No information which is obtained other than through written addenda to this RFP shall be binding on the City of Wichita Falls. C. No employee of the City of Wichita Falls or its designees is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to that contained in, or amended to, this written RFP document. Interpretations of the RFP or additional information as to its requirements, where necessary, shall be communicated to Vendors by written addenda issued by the Purchasing Agent. D. Receipt of addenda must be acknowledged in vendor s proposal. PROPOSER REQUIREMENTS: The successful vendor must have local government experience in the implementation of document management software and provide at least three customer references for work performed within the past five years related to implementation of such software. Preference may be given to companies who have implementation experience in the local government areas of City Secretary/Public Records, Municipal Court, Finance, and Human Resources. The City will depend on the vendor for Record Management recommendation and consulting services in each of these areas. \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 4 of 19

CURRENT SYSTEM OVERVIEW: Standard Client Workstation Client workstations are a mix Windows 2000 Professional, Windows XP Professional, and Windows Vista. Server Environment Server hardware and operating systems include: Linux, Windows 2000 and 2003 server running on Intel servers, and various versions of UNIX. Network Environment Existing LAN/WAN is connected through a Cisco infrastructure. There are multiple campuses connected via fiber, T1 s, DSL, and Microwave. Special consideration will have to be made to connect the Document Management solution to both the City Network and the Public Safety Network. These networks are maintained separately. E-Mail Lotus Domino version 7.x or later Database Structure Databases running in SQL 2005, Oracle 9i and Oracle 10g. PROJECTED VOLUME/USERS: Department/Division Number of Employees Est. Pages per Year Municipal Courts 13 350,000 City Clerk 4 40,000 Human Resources 7 200,000 Finance 16 330,000 Legal 4 40,000 Administrative/ Information Systems 2 0 PROJECT REQUIREMENTS A. BUSINESS PROCESS REVIEW The vendor will evaluate the City s current business processes within City Secretary, Municipal Court, Finance, and Human Resources to develop a Records Management solution. Each area will be evaluated separately to determine document types and volume that will create the most efficiency. \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 5 of 19

B. IMPLEMENTATION - The vendor will provide project management services including development and maintenance of the project work plan, scheduling and work assignments, implementation planning, and project status reporting. The vendor will install software components required for the application, provide technical assistance on hardware and network configuration as necessary to meet application-specific requirements; identify and resolve any performance bottlenecks; test system and application security; and provide a backup plan. Vendor will provide solution for interfacing the City s two networks (Public Safety network and City network) with their proposed Document Management solution. The vendor will provide assistance in the development of keywords, indexes, document types and templates; development of data retention and destruction strategies; implementation of application functionality; application security strategies and configuration; and the development of a data backup and recovery plan. The vendor will assist the City with developing security models encompassing all levels of users, all application modules, all document types and any other levels as might be available to secure the data. The vendor will assist the City in determining integration potential for existing software applications such Municipal Courts Infosol, ACS Banner, and Lotus Notes. In the future, the vendor may be asked to assist with other document management integration projects. The vendor will provide a plan and timeline for implementing document management in the city s Municipal Courts, City Clerk s Office, Finance, and Human Resources Department. The selected vendor will be expected to prepare a detailed plan for deployment of the system for these four departments and work with city staff to refine the proposed timeline and establish goals for successful deployment. While some exceptions may be needed, work shall primarily occur during the City s core business hours (between 8:00 AM and 5:00 PM) to facilitate oversight and knowledge transfer. \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 6 of 19

C. PROJECT TEAM - To ensure the success of this project, the City desires a fully integrated project team at all levels. Vendor resources are expected to provide experience and expertise in the area of document management system implementation in a municipal government environment. City resources will bring functional knowledge of current business processes and technical knowledge of the existing systems and application environment. City staff is prepared to perform tasks to assist the selected vendor in software and hardware configuration and other customary work of a systems implementation project. The vendor s project staff must be willing to work closely with city staff during installation and implementation of the system so that when the system is fully implemented, city staff can maintain the system and have an understanding of the system functionality. D. DOCUMENTATION - At the time of software installation, the vendor must supply software media and installation guide for all software installed, so that the software can be easily reinstalled, if needed. The vendor must provide system documentation for all procedures required for ongoing maintenance including documentation of all customization, configuration and customer-specific development. The vendor will supply documentation that specifies a step-by-step plan for the routine backup of the software system database and all associated software files necessary for database restoration. E. TRAINING - The City believes that training is critical to the project's success and recognizes that staff involvement is a key ingredient for successful implementation. The selected vendor is expected to provide end user training curriculum. The actual end user training will be provided by City staff. The vendor will work with City project staff to determine exact training requirement. All training will be expected to take place at the City s facilities. F. TECHNICAL ENVIRONMENT - The City will provide network connection capability to function as part of the City network. Contractor will comply with the City s network and security standards. All hardware and software will be reviewed before it is used on the local area network, and will only be made operable on the local area network after such review. \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 7 of 19

VENDOR S RESPONSE The Vendor s response should address the following issues in the format described below: SECTION 1. EXECUTIVE SUMMARY This section must include a summary of the vendor qualifications and ability to meet the City s overall requirements. It must include specific authorization to contact all references provided in the proposal. SECTION 2. CORPORATE BACKGROUND AND EXPERIENCE The vendor must give a brief description of the company including a brief history, corporate structure and organization, and number of years in business. SECTION 3. HARDWARE RECOMMENDATIONS List minimum and/or recommended specifications for the following: Servers Scanners Scanning Workstations Backup hardware/software Describe any additional equipment (beyond network equipment) recommended for successful implementation of the proposed system. SECTION 4. IMPLEMENTATION It is the city s intent to phase in the implementation of this system. Describe your general methodology for a phased implementation of your product (such as by work group, document type, etc.). Provide a high-level work plan for the project that includes the high level tasks to be performed, work estimates for each task, and level of effort for City and vendor personnel. Tasks should include, at a minimum keyword and template development, software installation, security configuration, and testing. Client installation will be performed by City staff. Provide an estimated timeline for deployment based on typical requirements for an implementation of this size. \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 8 of 19

Describe the criteria that you expect to use to determine system acceptance. Describe the process that will be used for determining department document types and developing templates for document storage and retrieval. SECTION 5. PROJECT TEAM DESCRIPTION Identify each key member of your project implementation team. Describe experience level and/or technical expertise to be provided by each. Please describe how you envision the role of the City's project team and the level of effort required by the City for a successful implementation. SECTION 6. TRAINING Describe the different levels of training required for system administration, application administration, and end user. End user training should meet the end user need to fully utilize the product. Describe how training can be delivered, i.e. classroom, computer based, web based, etc. Provide a training plan and costs for system and department administration instructions by the vendor and provides the knowledge for city lead end user training. SECTION 7. POST-IMPLEMENTATION SUPPORT The selected vendor is expected to provide post implementation support through telephone and internet access. Please describe post-implementation system support, including the following: Describe the different levels of support depending on the technical difficulty of the problem and how each level of escalation is triggered. Describe procedures to determine call priority and the response time the City should expect at each level. Provide hours of service and after hour procedures if they differ from Monday through Friday, 8AM to 5PM Central Time. Describe the remote support capabilities such as VPN or PC Anywhere generally used by your company. Describe the process for implementing major upgrades, enhancements, patches or fixes including the vendor s role. Are major upgrades, enhancement and patches/fixes included in \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 9 of 19

the standard maintenance or provided at an additional charge. How are upgrades and fixed generally delivered (i.e. remote support, download by city staff). Describe the technical services included in the basic license fees and detail any costs associated with after hours or weekend support. Confirm that toll free telephone support is available. Describe any electronic support issue reporting and tracking tools available. SECTION 8. INTEGRATION AND CUSTOMIZATION This section will provide the City with information concerning the available integration and customization services and the ability to carry integration forward as the needs arise. Please describe how configuration and/or customization changes are affected by subsequent software releases. Describe how software customizations impact the software maintenance and agreement support. Describe your company s experience with integrating Laserfiche with other software applications such as Lotus Notes E-mail, Infosol, or ACS Banner. Detail how integration and/or customization services are charged, such as per project, hourly, etc. SECTION 9. VENDOR S REFERENCES See Appendix A. Please provide at least three references of current customers who can confirm the quality of service your company provides. References preferably will be municipal governments of comparable size with implementation in at least Municipal Courts, City Secretary s Office, Finance, and Human Resources. Vendors will also provide a list of all municipalities to which vendors have provided Laserfiche systems. SECTION 10. SOFTWARE LICENSE COSTS Describe the licenses needed for each of the following functions: Records Management Document Management Agenda Management LaserFiche Workflow For Municipal Courts \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 10 of 19

Provide costs for the licenses in Appendix B: Vendors are also encouraged to attach an estimate of any of your company s unique or innovative processing modules that will increase efficiency in the Laserfiche document management organizational structure. Include as Appendix C. SECTION 11. STATEMENT OF WORK Please attach proposed Professional Services Agreement, Annual Standard Support Agreement, License Agreements, and warranties associated with this project. SECTION 12. PAYMENT SCHEDULE A 10% down payment of the total price (for all Components and Services) shall be paid upon the execution of this Contract and receipt and approval by the City of necessary forms (Professional Services Agreement, Annual Standard Support Agreement, and License Agreement), as provided herein. Subsequent payments will be made by the City within 30 days of receipt of invoice, following the acceptance of system modules, components and services as follows: 20% of the total price shall be paid upon completion of the hardware/software product install and configuration of the components included in such installation, along with all media and installation/backup and recovery documentation. 30% of the total price shall be paid upon completion of user training of all of the components included in the install. 30% of the total price shall be paid upon completion of the system acceptance of the components included in the install and ready for production in a live environment. The City will retain 10% of the total Contract Price ( Retainer ) for Components and services, except for expenses, until final acceptance of all products and services to be provided hereunder. This 10% will be paid 60 days after system acceptance. Interest on retainer, based upon the City s current rate of interest earnings, will be paid to the vendor as accrued from the date of milestone acceptance. \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 11 of 19

Additional work, if any, requested by the City during the term of this Contract shall be paid for on a time and material basis, utilizing rates quoted on the Proposal. Sales tax shall not be collected from the City of Wichita Falls, which is tax-exempt, for any product or service provided hereunder. SECTION 13. REVIEW AND EVALUATION PROCESS Evaluation of the proposals is expected to be completed within 45 days after the Proposal Due Date. An evaluation team composed of representatives of the City will evaluate proposals on a variety of quantitative and qualitative criteria. The proposals will be evaluated with respect to criteria specifically developed to examine the technical competence and suitability of prospective proposals. Price is the most important evaluating factor; however the extent to which the goods and services of the vendor meet the City s needs and all other relevant criteria specifically mentioned in the RFP are also very important. A. Proposals will be first evaluated after the due date and time for compliance with specified requirements in this RFQ. B. Proposals will then be objectively evaluated by an evaluation team, based on the evaluation criteria in this RFQ to establish a list of finalists. C. Finalist Vendors will then be evaluated based on oral presentation, system demonstrations and/or site visits to similar installations. Written questions, for further clarification, may also be required. D. Final selection will be made by the evaluation team and all final list vendors will be notified in writing upon final selection. E. The City may negotiate with finalists to clarify Proposal(s) and provide for contract documents that meet the City s needs. 13.1 SYSTEM REQUIREMENTS: 1. All Systems \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 12 of 19

a) Easy to use intuitive interface b) Security tied into Microsoft Active Directory with the ability to grant or deny permissions to see redactions. c) Explanation of implementation plan including process reviews with departments d) Logging of each document s history including workflow audit tracking e) Easy to find documents needed based on full text search or indexed methods f) Security Audit trail logging and reporting g) Should be scalable for all departments h) Ability to use a web client interface for most functions 2. Document Management a) Ease of use in scanning/importing documents into system including use of bar codes b) Ability to use existing copier multifunction systems to scan documents in addition to having scanning stations c) Must support multiple scanning stations d) Ability to perform image adjustments on scanned documents e) Auto-indexing of scanned/imported documents \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 13 of 19

f) Ability to batch process scanned documents g) Easily cross reference documents based on keywords h) Full-text indexing of all captured documents and zonal OCR i) Ability to perform full-text search on entire database j) Ability to perform custom queried searches k) Search results should highlight term in returned documents l) Ability to use templates to distinguish document types and associate metadata for indexing m) Ability to annotate, highlight, and redact without changing original document n) Ability to easily print, fax, or email documents. Emailed documents should have option of using PDF format. o) Integration with Microsoft Office to where documents can be imported directly p) Documents should be stored in non-proprietary formats q) Users should be able to access the same document at the same time r) Ability to rename and reorganize documents s) Ability to import documents from Windows Explorer \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 14 of 19

3. Records Management a) Automation of retention schedules b) Configurable retention schedules with triggering events c) Meets TSL or DOD standard guidelines for records retention certification d) Ability to manage physical records as well as scanned documents e) System is fully integrated with current document management and imaging 4. Agenda Management (Optional) a) Ability to easily post to public web site b) Ease of use in item submissions, approvals, and distributions c) Ability to setup workflows to meet needs including email notification d) Ability to edit, reorder, publish and reassign items e) Ability to record votes, motions, and actions taken for minutes creation 5. Municipal Court Document Workflow System a) Ability to integrate with Infosol Courthouse 2000 \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 15 of 19

SECTION 14. AWARD Award shall be made to the responsible vendor whose proposal is determined to be the most advantageous to the City of Wichita Falls taking into consideration price, the extent to which the proposed solution meets the City s needs and criteria for meeting the standards required in Section 13 and the overall proposal evaluation. 14.1 The City of Wichita Falls reserves the right to reject any or all proposal, reject any particular item on a proposal and to waive immaterial formalities. The contract will be awarded to the responsible proposer whose proposal is most advantageous to the city, price and other factors considered. 14.2 Award will be based upon an analysis of the following factors in order of relative importance: 1. Compliance with the City s System Requirements. 2. Overall cost effectiveness of the system, including software maintenance obligations 3. Ease of use & system intuitiveness 4. Experience of vendor 5. Ease of training. 6. Interoperability with other City systems 7. Training Support 8. Flexibility in incorporating future equipment 9. Scalability 10. Price 14.3 The anticipated start date is as soon as practical after all contract documents are executed. \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 16 of 19

Reference 1: Reference name: Address: Contact Person/Title: Implementation Complete Date: Departments implemented: Appendix A Population: Telephone: Modules purchased / installed: Software Integrated: Number of current users: Reference 2: Reference name: Address: Contact Person/Title: Implementation Complete Date: Departments implemented: Population: Telephone: Modules purchased / installed: Software Integrated: Number of current users: Reference 3: Reference name: Address: Contact Person/Title: Implementation Complete Date: Departments implemented: Population: Telephone: Modules purchased / installed: Software Integrated: Number of current users: \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 17 of 19

Software License Laserfiche Records Management Edition 17 Full, 23 Retrieval Licenses Laserfiche WebLink Laserfiche E-mail Plug-in Appendix B Base/Server Concurrent License cost Licenses Laserfiche Quick Fields Laserfiche Scan-Connect 5 Pack 1 Laserfiche Workflow Suite 1 17 Users Laserfiche Import Agent Laserfiche Bar-Code Plug-In Laserfiche Zone OCR Plug-In Laserfiche Snapshot Utility Laserfiche Integrator s Toolkit Banner Financial Integration Module Laserfiche Integration Express-GIS Processing Modules Municipal Court 40 Cost per each RATE Human Resources City Clerk Finance Subtotal Software Annual Support Any additional costs associated with upgrades or fixes INSTALLATION HOURS RATE Installation and Integration - Municipal Court - Human Resources - City Clerk - Finance Testing Consulting for development of system configuration and settings TRAINING HOURS RATE Curriculum Development for End-user training System Administrators Implementation Consulting Hands-on training Extended Cost \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 18 of 19

Appendix C Processing Module Qty Cost Total \\Antares\SHARE\_Purchasing\SPECS\DATAPROC\RFP 09-09 LAZERFICHE DOCUMENT MANAGEMENTdoc.docPage 19 of 19