Request for Pre- Qualification 2016-RFPQ-01 Electronic Records Management System Date Issued: March 23, 2016 Response Receipt Location: Penticton City Yards 616 Okanagan Avenue East Penticton, BC V2A 3K6 Closing Date: 2:00 p.m. local time on April 12, 2016 Proposals must be submitted in a sealed envelope plainly marked 2016-RFPQ-01 Electronic Records Management System and must be received prior to 2:00 p.m. local time on Tuesday, April 12, 2016. Courier, mail, hand deliver or e-mail submissions to: City Logistics Department City of Penticton 616 Okanagan Avenue East Penticton, BC V2A 3K6 purchasing@penticton.ca The City will not be held responsible for. Any questions regarding this Request for Quotation must be submitted in writing via e-mail to cathy.ingram@penticton.ca * Please note: Submissions will not be opened in public. Any proponents that download this Request for Pre-Qualifications are responsible to check for addenda posted on the City of Penticton s website at www.penticton.ca/purchasing
1. Objectives of this RFPQ At the time of issuance of this RFPQ, the City of Penticton has the following objectives: a. The City of Penticton wants to identify existing electronic records management systems (ERMS) that use the LGMA (Local Government Management Association of British Columbia) structure. The City is seeking information about appropriate software, implementation, capital costs, operating costs, staffing requirements, file migration and training services; b. To shortlist or prequalify companies having the best combination of experience, expertise, resources, references and qualifications, in the opinion of the City, to execute the scope of work anticipated in the ERMS project; and c. Invite only the prequalified companies to an invite only Request for Proposals (RFP) process with the intent of awarding a contract to the highest scoring proponent. 2. Background The priority and responsibility of local government is to effectively manage its electronic documents and records, beginning with those generated from email correspondence in Microsoft (MS) Outlook to contracts, PDF s, files and memo s generated from regular business activities using the MS Office suite of products. Currently all departments are not using the LGMA records structure and records will need to be transferred to this structure during implementation. 3. Current IT Architecture Enterprise Software The City s core financial system is Unit4 Business World (formerly Agresso). Land and cash related utilities utilize the Tempest property system. Electrical utility customer accounts are managed with Advanced Utility System s CIS Infinity. Recreation Management is currently CLASS and GIS is ESRI s ArcGIS. Workstation Platforms The majority of City workstations and laptops run Windows 7 OS with a small but increasing number of Windows 10. The workstations are predominantly HP EliteOne all-in-one desktops. Laptops are DELL Latitude E7440, both with 1920x1080 screen resolution. All computers are Intel i5 or i7 and 64 bit with 32bit Office 2010 or 2013 utilized for desktop word processing. Mobile Devices The City utilizes a mixture of ios, Android and Blackberry devices with Blackberry Enterprise Server 12 for management. Tablets are standardized on the Apple ipad Air 2 and Apple ipad mini. Network Environment The City s corporate LAN is based upon the TCP/IP communications protocol running over Cat5e Ethernet. Core Cisco networking switching is at 1Gb, however the majority of the computers network connections are at 100Mb. The network spans multiple physical locations connected by fiber optic cable. Database Management System The City utilizes Microsoft SQL for all its database applications. The City will allow another database running alongside (compatible with) current MS SQL 2012 databases provided the databases are able to reside sideby-side on 1 server without interference. Corporate Multi-Function Copiers (MFCs) The City currently has a number of Canon ImageRUNNER devices providing scanning, photocopying, printing and some fax service to the various departments of the municipality.
Messaging System Corporate messaging and scheduling services are delivered using Microsoft Exchange 2007, with Outlook 2010 or 2013 as the client-side interface. An upgrade to Exchange 2013 or 2016 is planned for 2016. Corporate Website The City maintains its public facing web site (City of Penticton BC Canada) at www.penticton.ca Servers The City of Penticton's technology architecture employs a traditional client-server computing model. The production server environment consists of a Microsoft Windows 2012 Domain and 2008/2012 Application Servers on VMware hosts. 4. Desired Features of ERMS System Capable of handling documents created using the MS Office suite of products including Outlook. Capable of handling other types of files (CAD and other drawings, PDF files, maps, photographs, scanned images, sound and movie formats, web pages and physical documents) as the product use is extended. Capable of handling forms, workflow, web access, share documents publically through website. Ability to schedule records according to the LGMA standard system for classification, retention and disposition based on the Local Government Management Association Records Management Classification System. Integrate and be compatible with existing network architecture and database standards. Offer seamless integration from MS Office and Windows applications to simple ERMS filing and retrieval activities. Optical Character Recognition (OCR) capabilities and full text indexing for all stored records and attachments. Integration with the City s multi-function copiers, enabling the scanning of documents directly into the ERMS. Ability to integrate designated records (minutes, bylaws, agendas, etc.) with the City s website for access and searching. Possibility to securely and remotely access the ERMS (via an application) using mobile devices. Court ready documents. At this time, the City will not be pursuing an additional form of Internet data security. It would be our preference for only public documents to be readily available only. 5. Technology and Future Needs The City is looking to purchase an established, proven and reliable ERMS system that will satisfy our current and future business needs. 6. Anticipated Future Contract The City anticipates that at a minimum, the chosen vendor will sell, deliver, install, commission, and provide operator training and ongoing service. The migration of the City s existing documents to the new ERMS system will also be within the scope of any future contract. As the ERMS system is a core software system, reliability, preventative maintenance and emergency servicing balanced with price will be key components of the decision to award any future contract. The City anticipates using selected vendor as the preferred vendor and preferred product line for similar requirements that may arise during the future contract.
7. Disclaimer This RFPQ is not a call for quotations, invitation to tender or proposal call. No contractual obligations will result from this RFPQ between the City of Penticton and any person, company or organization that provides information. Notwithstanding the City s stated intentions when releasing this RFPQ, the City reserves the right to: a. Cancel this RFPQ at any time, with or without shortlisting companies, and with or without issuing an RFP or contract; b. Directly negotiate with one or more companies concurrently; c. Enter into a contract with a company without issuing a RFP or another type of formal written process; d. Request additional information from one or more companies that respond to this RFPQ. No Claim for Compensation - no party submitting information shall have any claim for any compensation of any kind whatsoever, as a result of participating in this RFPQ. The City will evaluate submissions at its sole discretion. 8. Format and Content The City prefers to have concise and targeted information submitted before the Closing Date and Time to allow for a timely review and selection process. We ask that the following information be submitted in the following format: a. Cover page/letter of introduction including detailed contact information for key persons responsible for the submission; b. Brief verbiage on why you should become our preferred supplier; c. Company overview, including for example, size of company, business history, annual sales, strengths, market share, etc.; d. General overview of the product lines available, including technological or other advantages of your product lines, or benefits in partnering with your organization; e. Location and details of the local offices of your company, including sales, service, and availability, etc.; f. Details of key individuals(sales, after sales service, technological support, emergency servicing) that would service our account, including name, field of expertise, length of service with company and the benefits Penticton would realize if your team is chosen; g. Complete and detailed reference information for work on projects of similar scope, preferably with other municipal governments. Include information such as length of your relationship as a supplier, scope and size of project, project timeline and duration etc.; h. Details on any value added offerings that we may expect to be offered in a Request for Proposal process; and i. Other: Append additional information to submission if required, such as detailed product brochures, technical literature, etc. 9. Enquiries All enquiries received via email to cathy.ingram@penticton.ca by the deadline of April 7, 2016 will be responded to via posted addendum to the City of Penticton s website by 4:30 pm the next business day. Enquiries should be identified as "2016-RFPQ-01 Electronic Records Management System". Questions received after the enquiry deadline will not be answered. 10. Demonstration Short listed Proponents may be invited to provide the City with a demonstration of their product. Any expenses incurred resulting from the demonstration will be at the Proponent s expense. 11. Evaluation By responding to this RFPQ, Proponents will be deemed to have agreed that the decision of the Evaluation Team will be final and binding. It is the Proponent s responsibility to ensure that their submitted proposal addresses all items identified herein to receive full consideration.
12. Submissions Electronic submission shall be clearly identified as 2016-RFPQ-01 Electronic Records Management System and couriered, mailed, hand delivered or emailed in PDF format to: purchasing@penticton.ca It is the Proponent's responsibility to ensure the electronic proposal has been received by the deadline. Electronic Proposal submissions shall not exceed 10 MB. The City will not be responsible for transmission problems or other errors that could occur.